Job Information

University of Utah PS Administrative Assistant in Salt Lake City, Utah


Open Date 04/24/2023

Requisition Number PRN34684B

Job Title PS Administrative Assistant

Working Title PS Administrative Assistant

Job Grade D

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

Standard Clinic hours; Exceptions arranged with Supervisor

VP Area U of U Health - Academics


Location Anywhere Utah

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 15.19 to 23.55

Close Date

Open Until Filled Yes

Job Summary

TheUtah Clinical & Translational Science Institute ( CTSI ) ( is seeking an administrative professional to be responsible for the administrative functions of the CTSI focused on clinical research services and clinical trial collaborations. The CTSI’s funding sources include federal funding, institutional support, tuition, and service recharge revenue.

The Administrative Assistant will provide administrative and communications support for CTSI leaders, including stakeholder faculty or teams associated with our program initiatives. This person will perform various administrative duties that range in level of effort, oversee calendars, organize recurring reports, protocols, or accounts, and provide clear and professional documentation that supports our research operations.

Learn more about the fantastic benefits provided to the University of Utah Employees including generous retirement contributions, comprehensive medical coverage, tuition reduction, and more.


The position will have direct reporting responsibility to Ms. Dixie D. Thompson. You will be responsible for providing direct administrative support to the CTSI Clinical Service Core Directors, including but not limited to the following duties:

Administrative Assistant Responsibilities

  • Requires clear written and verbal communications
  • Provides administrative support to upper-level department management by scheduling appointments, coordinating meetings and conferences, and maintaining and ordering office supplies.
  • Collects, organizes, and analyzes data for specialized reports.
  • Document creation, development, and organization for meetings, in-services, and conferences.
  • Agendas, quality minutes, presentation slides, correspondence, workflows, and operating guidelines.
  • Assists with utilization metrics, month-to-month tracking, and year-end tracking.
  • Organizes, collects and analyzes data for specialized reports—a collaboration with the Information Coordinator for tracking activities.
  • Develops templates and sophisticated spreadsheets for CTSI directors and managers to generate desired daily operational metrics.
  • Assists in strategizing data presentation to meet desired outcomes.
  • Coordinates the collection and preparation of operating reports.
  • Facilitates Physician/Investigator communications and support for protocol-specific written communications and documentation.

CTSI -specific responsibilities include:

  • CTSI protocol documentation and tracking
  • Administrative support for Study Opportunities & Collaboration Team ( SCOT )
  • Scientific Review Committee Assignments, reviews, and formal documentation
  • Research rurality initiative, outreach, and infrastructure
  • Administrative support for CTSI Clinical Core Medical Director and Director, Research & Science, that includes:

  • Central resources and tools for clinical research operations

  • Initiatives across clinical trials’ committees and partnerships (internal and external)
  • Travel coordination, calendar coordination, and other traditional administrative tasks
  • And other duties assigned.

Work Conditions

Nearly continuously: office environment

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

Associate degree in business or equivalency (one year of education can be substituted for two years of related work experience) and three years full-time secretarial experience required. Demonstrated human relations and effective written and verbal communication skills required. Knowledge of basic bookkeeping practices and direct supervisory experience 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.


Preference may be given to applicants with University experience or education. Expected proficiency in Microsoft Word, Excel, OneNote, PowerPoint, or similar software.

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


Online reports may be submitted at

For more information:

To inquire about this posting, email: ( 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. 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.