Job Information

University of Utah Executive Secretary in Salt Lake City, Utah

Open Date 07/13/2021

Requisition Number PRN26918B

Job Title PS Executive Secretary

Working Title Executive Secretary

Job Grade C

FLSA Code Nonexempt

Patient Sensitive Job Code? Yes

Standard Hours per Week 40

Full Time or Part Time? Full Time

Shift Day

Work Schedule Summary

M-F 10:30-6:30

VP Area U of U Health - Academics

Department 01456 - Life Skills Clinics

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 12.02 to 18.50 DOE

Close Date

Open Until Filled No

Job Summary

Department of Occupational and Recreational Therapies and the Department’s Life Skills Clinic is looking for a full-time shared Executive Secretary. This position will provide support for the clinic staff half-time and department faculty and staff half-time.

Applicant must be a self-starter with the ability to work independently, seek out assignments and successfully complete tasks with little supervision. Proven attention to detail, excellent time management and organization skills are also a must. Applicants may work with financial, student and patient information and must maintain complete confidentiality. Candidate must have strong background in customer service, scheduling and calendar management, computer skills, particularly in Excel and Word. Working knowledge of Epic, Adobe products and other technology is a plus.

Responsibilities

1. Provides administrative support to supervisor and department/clinic.

2. Coordinates the implementation, quality control and completion of research studies while assisting the Principal Investigator in determining and accomplishing study objectives. Oversees research studies in an administrative and operational capacity while maintaining compliance with guidelines set by governing agencies.

3. Prepares correspondence, including composing routine letters and memos.

4. Schedules patient and research subject appointments.

5. Prepares and maintains accurate and orderly patient medical records, research documentation and other confidential files.

6. Confirms patient’s coverage, obtains pre-certifications as required by patients’ health care plan and resolves issues with insurance companies as needed.

7. Provides additional general office and clinical support such as answering phones and responding to calls, greeting and directing visitors/patients, filing, copying, making travel arrangements and opening and processing mail.

8. Assist researchers in the grant submission and management process.

• 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

High school diploma or equivalency required. Four years full time secretarial experience or equivalency, word processing and spreadsheet software skills and demonstrated human relation and effective communication skills also required.

Knowledge of business writing preferred.

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

This position is patient-sensitive and must fulfill all associated requirements. We protect our patients, coworkers and community by requiring all patient-sensitive employees to be immunized according to CDC standards and hospital policy. Limited exemptions may be made for documented medical contraindications or religious beliefs that object to vaccinations.

Preferences

Research experience is preferred

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.