Details

Open Date 03/09/2023

Requisition Number PRN34153B

Job Title PS Manager, Administrative

Working Title Manager, Administrative

Job Grade E

FLSA Code Administrative

Patient Sensitive Job Code? Yes

Standard Hours per Week 40

Full Time or Part Time? Full Time

Shift Day

Work Schedule Summary

8 AM – 4:30 PM, some flexibility. Opportunities for a hybrid telework schedule may be available if supported by operational needs.

VP Area U of U Health - Academics

Department 00852 - Pediatric Emergency Medicine

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range $39,300 to $64,349

Close Date

Open Until Filled Yes

Job Summary

Job Summary

The Division of Pediatric Emergency Medicine at the University of Utah, Department of Pediatrics has an opening for a full-time Administrative Manager. The Administrative Manager is responsible for managing an administrative team that provides efficient and thoughtful support for a robust and growing team of faculty physicians, fellows, and staff. In alignment with Division goals and under the supervision of the Division Operations Manager, this position implements, and oversees ongoing and cyclical administrative programs and projects activities while maintaining compliance to a host of federal, university, department, and division rules and regulations.

The Division of Pediatric Emergency Medicine is based at the Williams Building in Research Park overlooking Salt Lake City. The surrounding area offers immense cultural opportunities, year-round activities, majestic mountains, vibrant city-life, and incredible outdoor opportunities. The University of Utahoffers a wellness program, great benefits package, and competitive salary commensurate with experience. It fosters afamily friendly environment, a focus on both work and play, and is within easy access of UTA & TRAX transportation (Pass paid for by the University). When you work with the University of Utah School of Medicine, you can work side by side with world-class professionals, develop your skills, and grow your career.

The University of Utah offers a comprehensive benefits package including:

• Excellenthealth care coverage (https://www.hr.utah.edu/forms/lib/SummaryComparisonEmployeeHCP.pdf)at affordable rates
• 14.2% retirement contributions (https://www.hr.utah.edu/benefits/retire\_401aPlan.php)that vest immediately
• Generouspaid leave time (https://www.hr.utah.edu/benefits/paidLeave.php)
• 11 paid Holidays per year
• 50% tuition reduction (https://www.hr.utah.edu/benefits/tuition.php)for employee, spouse, and dependent children
• Flex spending accounts (https://www.hr.utah.edu/benefits/fsa.php)
• Free transit on most UTA services
• Employee discounts on a variety of products and services including cell phones & plans, entertainment, health and fitness, restaurants, retail, and travel
• Professional development opportunities

Additional benefits information is available at www.hr.utah.edu/benefits

Responsibilities

Disclaimer

This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It 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.

Essential Functions

In collaboration with the Division Operations Manager and PEM leadership, the Administrative Manageroversees administrative functions for the Division.

Responsibilities include, but are not limited to:

Supervisory Responsibilities

• Collaborates with PEM leadership to forecast, develop, and implement policies and procedures in the areas of administrative support and staff management.

• Plans and expedites the cyclical and ongoing workflow of administrative team while maintaining balance of prioritization for shifting needs.

• Ensures satisfaction by analyzing complaints, concerns and suggestions and providing appropriate follow-through.

• Assists in the planning of division goals.

• Supervises and manages Division administrative staff team (4 persons)

• Oversees recruitment and hiring processes.

• Responsible for division administrative staff schedule development, including timekeeping ( KRONOS ), time-off requests, and hybrid work schedules.
• Evaluates staff performance via Department and University guidelines and systems. Proactively partners with administrative staff to foster growth plans that support both development and Division needs.
• Ensures ongoing competency of staff team. Implementation of onboarding programs, development and/or presentation of educational/competency trainings, and awareness of situational opportunities for peer-learning.
• Identifies, shares, and participates in Department professional development opportunities, encourages staff participation with Department support models, and foster collaboration between administrative teams of other Divisions/units.
• Employs transparent and flexible systems for information management; provides training and clear expectations among staff team for utilization of systems.

Administration

• Work with the Graduate Medical Education Office and Pediatric Education Office to coordinate and direct administrative support of the PEM fellowship program.
• Understands physician licensing and credentialing/reappointment processes and trains, coaches, and provides resources for administrative staff in supporting faculty and fellow credentialing needs.
• Maintains oversight for Division non-personnel expenses, including reallocation of purchasing card activity, approval of reimbursement requests, and processing expense reports for travel.
• Organizes and attends weekly hybrid administrative staff meetings and takes minutes, distributes to Division in a timely fashion.
• Organizes and supports weekly hybrid Regularly Scheduled ( CME ) Series ( RSS ) for Division faculty and fellows.
• Works with staff team to maintain a productive and efficient office environment: supply management, access to shared technology resources, and space utilization.
• Collects, organizes, and analyzes data for special reports.
• Performs other related duties as assigned.

Financial

• Works with Division Operations Manager to minimize costs: organize regular non-personnel expense audits, identify and understand opportunities for improvement, and provide outcome-based feedback.
• Assists with programmatic fiscal activities, such as forecasting/budgeting, invoice tracking, and contract renewals.

Mutual respect, inclusion, and appreciation of diversity is highly valued within the Division of Pediatric Emergency Medicine Division.

Working Conditions and Physical Demands

Employee must be able to meet the following requirements with or without an accommodation.

• This position involves light work that may exert up to 20 pounds and may consistently require light work involving lifting, carrying, pushing, pulling, or otherwise moving objects involving patient care or medical equipment.

Minimum Qualifications

Bachelor’s degree in a related area or equivalency (2 years related work experience may be substituted for 1 year of education). Four years of progressively more responsible management experience. Background knowledge of hiring department’s area of specialization in order to analyze, plan and draw conclusions for recommendations to superiors. Demonstrated leadership skills in planning and directing employees and processes in order to effectively monitor and develop subordinates and to ensure the smooth operation of department. Completion of provided supervisory training within one year of employment may be required.

Master’s degree in a related area may be preferred.

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.

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

Preferences

Department Specific Preferences

• Excellent communication skills and experience writing in a professional environment.
• Proficiency in Microsoft programs: Word, Excel, PowerPoint, OneNote, Outlook, Teams.
• Quick-learner, adaptable, self-starter with exceptional organizational capabilities and ability to function independently and exercise sound judgment.

Applicants will be screened according to preferences

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)

383 University Street, Level 1 OEO Suite

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.

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.