Job Information

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

Open Date 10/29/2021

Requisition Number PRN28207B

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

VP Area U of U Health - Academics

Department 00847 - Hematology

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 15.19 to 28.08

Close Date

Open Until Filled Yes

Job Summary

The Division of Hematology and Hematologic Malignancies is a division of the Department of Internal Medicine at the University of Utah. The scientific focus of our Division is the study of blood and bone marrow in health and disease. Our physicians treat patients with blood cancer, such as leukemias and lymphomas, clotting disorders such as hemophilia, and diseases of iron metabolism such as hemochromatosis. We are looking for a self-motivated, well organized, outgoing person to join our team as an Administrative Assistant. This position will provide direct faculty support. This job will be located at the Huntsman Cancer Institute. Ability to communicate in writing and verbally is essential. Ability to be a self-starter, prioritize tasks, be solution oriented and have a positive attitude is vital. Relationship management is a key element.

This position is considered Category IIA : Not required on campus and has the ability to telework remotely for the duration of the University of Utah’s response to COVID -19. An employee hired into this role will be responsible for providing space, telephone, printing, networking and/or internet capabilities at the telecommute location and agree to the terms of the University of Utah campus and Health Academics COVID -19 Telecommuting Agreement.

Responsibilities

1. Administrative Support: The incumbent will work with a team of office professionals to provide support for the Division of Hematology and will act as a liaison for the Division with the Huntsman Cancer Institute. This individual will be responsible for overseeing specific components of daily activities, including: managing faculty calendars and scheduling, organizing travel, tracking faculty leave time and discretionary account balances, updating CVs in the online system, U-CV, and providing customer service to division faculty and staff.

2. Financial: Process travel, expense reimbursement, and purchasing requests in accordance with University policies. Invoice tracking and payments.

3. Office Maintenance: Mail, Division voicemail, key requests, general supplies.

4. Education: Coordinate meetings and events.

5. Additional support related duties as needed and assigned, commensurate with the position.

Disclaimer: Specific job duties are subject to change depending on individual experience and needs of the Division.

Minimum Qualifications

Associate degree in business or equivalency (2 years related work experience may be substituted for 1 year of education) 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.

Preferences

• Prior University and Huntsman Cancer Institute experience preferred, but all applicants are encouraged to apply.

• Moderate to advanced computer skills. Proficiency with Microsoft Word, Excel, and Outlook is strongly preferred.

• Familiarity with Microsoft Access, PowerPoint, and the ability to learn new computer programs quickly is preferred.

• Desirable candidate will have demonstrated a strong organizational capacity, ability to balance priorities and ensure follow through with a diverse set of responsibilities. Should be punctual, professional, and a team player. Also, should be able to work independently under the supervision of the Administrative Manager.

COVID -19 Statements

The administrative assistant is an in-person job, 8:00 AM – 4:30 PM with a half hour lunch. Due to the pandemic, most work functions and trainings will be completed remotely. Therefore, the incumbent must be proactive and able to work independently with minimal supervision. This entails completing assignments with exactness in a timely manner. Additionally, it is expected to always be available to respond in a timely manner during work hours to any request. Advanced knowledge of virtual platforms is crucial to successful performance of this position.

This position is considered Category IIA : Not required on campus and has the ability to telework remotely for the duration of the University of Utah’s response to COVID -19. An employee hired into this role will be responsible for providing space, telephone, printing, networking and/or internet capabilities at the telecommute location and agree to the terms of the University of Utah campus and Health Academics COVID -19 Telecommuting Agreement.

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.