Job Information

University of Utah Coordinator, Office Support in Salt Lake City, Utah

Open Date 06/08/2021

Requisition Number PRN26436B

Job Title Coordinator, Office Support

Working Title Coordinator, Office Support

Job Grade D

FLSA Code Nonexempt

Patient Sensitive Job Code? No

Standard Hours per Week 40

Full Time or Part Time? Full Time

Shift Day

Work Schedule Summary

weekdays

VP Area U of U Health - Academics

Department 00256 - Surgery Administration

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 15.19 to 24.85

Close Date

Open Until Filled Yes

Job Summary

Provides support and assists with the overall administration for the Department of Surgery Administrative Team. Coordinates the support staff activities within a department. Assists with financial planning, goal setting, policy and procedures planning and implementation. Oversees the usage and maintenance of departmental resources.

Responsibilities

•Front Desk Assistant

Office hours – M-F 8:00am-5:00pm.

Answers questions & provides direction to visitors, faculty and staff; including those who have appointments in the office

Back-up contact for main Department of Surgery phone line

Coordinates and distributes departmental mail:

Signs for packages

Notifies employees of package deliveries.

Coordinates hard copy documents pickup.

•Knowledge of Federal Express/ UPS shipping policies

oDepartment contact for calendaring/conference room scheduling

oOrders office supplies, including paper, for Administration

•Faculty Affairs

oAssist with the yearly reappointment review process.

oAssist with the Faculty Reappointment and Advancement ( FRA ) annual process.

oAttend yearly training for the reappointment and FRA process.

oProficient in PowerPoint

•Office Support

oSchedule meetings/complete projects for directors in Administration (Amber/Larry/David); serve as assistant to administrators

oUnderstanding of University financial processes and assisting employees as needed with these processes:

Reimbursements (ePR)

Travel (new travel software)

UMarket, UShop, Amazon

P-Card

Etc.

oAssist Research/Marketing/Outreach as needed

Scheduling

Small Projects

•Advancement Office

oGenerates Thank you letters to donors

oAssists with proposal for support effort

oSchedule appointments

oLearn and get to know division contacts who can help with High Priority Patients act as a liaison when advancement is unavailable

•Event Assistance

oOrder catering as needed, including picking up food for Chair meetings

oAssist with special events as needed (grand rounds/monthly meetings for the department, retreats, leadership meetings, parties)

oHelp research data for upkeep of master lists, including emails, as needed (Faculty, staff, leadership, alumni all divisions, trainees all divisions). Specialty local surgical societies, community surgeons

This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

Work Environment and Level of Frequency typically required

Nearly Continuously: Office environment.

Physical Requirements and Level of Frequency that may be required

Nearly Continuously: Sitting, hearing, listening, talking.

Often: Repetitive hand motion (such as typing), walking.

Seldom: Bending, reaching overhead.

Minimum Qualifications

Bachelor’s degree or equivalency in a related area and a strong commitment to providing excellent customer service and effective communication skills required. Strong coordination and organizational skills required to prioritize conflicting deadlines. Ability to work independently, analyze, and make decisions to provide support to internal and external customers.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

Ability to work Independently with attention to detail.

Type Benefited Staff

Special Instructions Summary

Additional Information

The University of Utah values candidates who have experience working in settings with students from diverse backgrounds and possess a strong commitment to improving access to higher education for historically underrepresented students.

Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities and protected veterans are encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.

The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.

To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action:

Director/ Title IX Coordinator

Office of Equal Opportunity and Affirmative Action ( OEO /AA)

135 Park Building

Salt Lake City, UT 84112

801-581-8365

oeo@utah.edu

Online reports may be submitted at oeo.utah.edu

For more information: https://www.utah.edu/nondiscrimination/

To inquire about this posting, email:employment@utah.edu (%20employment@utah.edu) or call 801-581-2300.

The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.

This position may require the successful completion of a criminal background check and/or drug screen.