University of Utah PS Administrative Assistant in Salt Lake City, Utah
Open Date 06/14/2019
Requisition Number PRN21020B
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
Work Schedule Summary
Monday – Friday, 8:00 a.m. – 5:00 p.m. with an hour break for lunch.
VP Area U of U Health - Academics
Department 00848 - Pediatric Administration
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range $15.19 - $24.85
Open Until Filled Yes
The Department of Pediatrics has an immediate opening for an experienced, highly motivated Administrative Assistant to support its division of Pediatric Endocrinology as well as other subspecialty divisions as department needs dictate. The position does not entail direct patient interaction.
The University of Utah offers a wellness program, great benefits package, and competitive salary commensurate with experience. Mutual respect and appreciation are highly valued within the Department of Pediatrics.
A skills assessment will be administered to measure written communication, attention to detail, critical thinking, and computer skills.
•Provide fundamental administrative support to division: manage office communication functions (faxing, phone calls, scanning, mail, etc.), order office supplies, arrange conference travel, assist in renewing medical licenses and association memberships for faculty; maintain faculty CVs in the university’s unique system, act as a point person for internal and external colleagues.
•Provide complex administrative support to the division chief: manage calendar, coordinating a very busy and diverse schedule; facilitate meetings, including preparing agendas and taking and distributing minutes; and most importantly, be able to anticipate chief’s needs and help with those needs wherever possible.
•Assist in various administrative tasks essential to efficient clinic operations: oversee limited, specialized medication purchasing and inventory, ensure consult and clinic data for billing is forwarded promptly.
•Responsible for supporting management within Clinical Enterprise by managing their calendars, setting up meetings, and ordering catering and supplies as needed.
•Facilitate recruitment of new faculty members: make travel and lodging arrangements; coordinate interview schedule; arrange for transportation to interviews; plan for meals as needed. Assist in the onboarding and orientation of new faculty.
•In conjunction with the Pediatrics Medical Education Office, assist with division’s fellowship program: facilitate interview process for fellowship candidates, including arranging travel and lodging, creating interview schedules, and escorting candidates to interviews; assist in the onboarding of new fellows; manage the logistics of didactic conferences and CME requirements.
•Process payment requests, travel reimbursements, campus orders, and purchase orders as necessary. Track expenses and ensure all supporting financial documents are accurately completed and that information is entered into the Pediatrics financial database in a timely manner.
•Assist in the creation and/or compilation of materials for academic work and educational requirements: national presentations, research manuscripts, CME reporting, etc.
•Assist in collecting and compiling monthly tracking data from various sources to be used for operational reports and quality improvement purposes.
•Keep apprised of and assist in the implementation of university, department, and division policies and protocols.
•Perform other related duties as assigned and participate in diverse administrative projects according to fluctuating division and department needs.
•Demonstrate key professional competencies: proficient in latest versions of the Microsoft Office suite, with the capability to learn new software programs quickly; excellent interpersonal and communication skills, both oral and written; strong writing skills – must be in the habit of proofreading documents and emails for spelling, grammar, content, and clarity before disseminating; exceptional organization and time management skills with extreme attention to detail; capable of effectively managing multiple duties and competing deadlines with minimal supervision; comfortable taking direction from multiple supervisors; flexibility and willingness to help where needed.
•Participate in diverse projects according to division and department needs
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.
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.
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.
Type Benefited Staff
Special Instructions Summary
The University of Utah is an Affirmative Action/Equal Opportunity employer and is committed to diversity in its workforce. In compliance with applicable federal and state laws, University of Utah policy of equal employment opportunity prohibits discrimination on the basis of race or ethnicity, religion, color, national origin, sex, age, sexual orientation, gender identity/expression, veteran’s status, status as a qualified person with a disability, or genetic information. Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities, and protected veterans are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law.
To inquire about this posting, email: firstname.lastname@example.org or call 801-581-2300. Reasonable accommodations in the application process will be provided to qualified individuals with disabilities. To request an accommodation or for further information about University AA/EO policies, please contact the Office of Equal Opportunity and Affirmative Action, 201 S. Presidents Cr., Rm 135, (801) 581-8365 (V/ TDD ), email: email@example.com .
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 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.