Job Information

University of Utah Executive Assistant in Salt Lake City, Utah

Details

Open Date 12/08/2023

Requisition Number PRN37137B

Job Title Executive Assistant

Working Title Executive Assistant

Job Grade E

FLSA Code Administrative

Patient Sensitive Job Code? No

Standard Hours per Week 40

Full Time or Part Time? Full Time

Shift Day

Work Schedule Summary

Monday – Friday. Some flexibility in schedule may be required.

VP Area U of U Health - Academics

Department 00220 - Anesthesiology - Operations

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 50,000 to 72,700 DOE

Close Date

Open Until Filled Yes

Job Summary

The Department of Anesthesiology, Perioperative and Pain Medicine is seeking a motivated and professional Executive Assistant to provide complex administrative support for the Department Chair, Administrative Directors, and Executive leadership.

Responsibilities

Essential Responsibilities:

1. Provide high level, professional administrative support for the Department Chair, Administrative Directors, and Executive Leadership, as required.

2. Schedule and coordinate meetings for faculty and staff, including: creating agendas, sending meeting reminders, taking meeting minutes, and distributing minutes.

3. Co-ordinate, manage, prioritize, and maintain the calendar schedule and email account of the Chair’s Office. This includes the setting up and generation of a large number of committees and meetings.

4. Organize travel and expense reimbursements for the Chair and other leaders.

5. Provide administrative support for faculty, including expense reimbursement requests, travel reimbursements, CV management, and calendar management.

6. Plan, organize, and successfully execute high-level events and functions on behalf of the Department.

7. Assist with faculty recruitment by managing candidate applications and coordinating recruitment interviews and in person visits.

8. Organize and coordinate visits to the University and Department by Visiting Professors & Scholars.

9. Draft and review letters, emails and reports for the Chair’s Office. Maintain a high level of accuracy and consistency through quality assurance checking of correspondence.

10. Maintain effective time management practices by prioritizing workflow to ensure deadlines are met.

11. Support and drive projects to meet strategic and operational objectives to advance the clinical, education and research missions of the Department.

12. Use effective communication and interpersonal skills to build and maintain effective working relationships with leadership, faculty, staff, and other stakeholders. Address sensitive and confidential issues in a professional manner.

13. Assist with the development and implementation of department policies.

14. Maintain department systems and programs to comply with University policy.

15. Utilize initiative and high level problem solving skills to resolve a variety of complex administrative problems for faculty, staff, and other stakeholders.

U of U Health has ranked in the top 10 of the prestigious Vizient Bernard A. Birnbaum, MD, Quality Leadership Award for 13 consecutive years and is consistently recognized in the top 5 in both best in inpatient quality patient care and in ambulatory quality patient care.

Values and Culture

The University of Utah Health (U of U Health) is a patient focused center distinguished by collaboration, excellence, leadership, and respect. U of U Health values candidates who are committed to fostering and furthering the culture of compassion, collaboration, innovation, accountability, diversity, integrity, quality, and trust that is integral to our mission.

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 in Business, Finance, Health Care Administration or a related field, or equivalency (one year of education can be substituted for two years of related work experience). Two years office management and supervisory experience, demonstrated knowledge of finance and budgeting, and public relations skills required. Demonstrated human relations and effective communication skills are also required.

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

Preferences

Experience at an academic institution is preferred.

Type Benefited Staff

Special Instructions Summary

Additional Information

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.

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

All qualified individuals are strongly 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 ( OEO /AA). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/

Online reports may be submitted at oeo.utah.edu

https://safety.utah.edu/safetyreport This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.