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

Details

Open Date 02/05/2019

Requisition Number PRN19562B

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

weekdays

VP Area U of U Health - Academics

Department 00260 - Division of General Surgery

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 15.19 - 24.85

Close Date

Open Until Filled Yes

Job Summary

Provide high-level secretarial and administrative support for the Chief of the Division and other faculty members.

Responsibilities

1.Provide complex administrative support to the division chief: managing and organizing calendar, coordinating a very busy and diverse schedule. Most importantly, be able to anticipate chief’s needs and help with those needs wherever possible.

2.Filter calls and requests for provider’s desk/phone. Facilitates meetings, develops meeting agendas, minutes, task lists and food arrangements, as needed. This includes coordination of the monthly faculty meetings and section chief meetings.

3.Attends and responsible for taking and preparing minutes at division faculty or other program meetings.

4.Assists with the planning and execution of division events with the help of other staff.

5.Organizes and makes arrangements for guest speakers, interviews, conferences and events.

6.Entering the attending physician call schedule into SmartWeb.

7.Provides general office support such as greeting and directing visitors, and processing mail.

8.Assist your providers in their clinical role by working closely and cooperatively with all clinic personnel on patient related issues, i.e. responding to medical record requests, scheduling surgeries, assisting in surgery pre-authorization, ordering pre-operative labs, scheduling clinic appointments, follow-up patient calls, etc. (appropriate software training provided)

9.Schedule attorney depositions, conferences, and coordinate billing for these services.

10.Assist your providers in their research and publications efforts, including, finding online references/journal articles, organizing references, contacting co-authors, etc. (appropriate software training provided).

11.Assist in the creation and/or compilation of materials for academic work and educational requirements: national presentations, research manuscripts,CMEreporting, etc.

12.Maintain provider’s CVs (inMBMsystem) and certifications for state licensure,DEA, credentialing reappointments, etc.

13.Make travel and hotel arrangements, register for conferences, and assist in the travel reimbursement process. (appropriate software training provided)

14.Prepare reimbursements, process payment requests for licensing fees, society fees, etc. for division chief and division APCs.

15.Occasionally transcribe letters, emails and complete forms regarding the provider’s administration and academic mission responsibilities.

16.Provide coverage support for other administrative staff when out of the office.

17.General office support (faxing, emailing, filing, answering phones, etc.)

18.Perform other related duties as assigned and participate in diverse administrative projects according to fluctuating division and department needs.

19.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.

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 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 (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 toCDCstandards 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

Five years or more of administrative and development experience.

Knowledge of University of Utah Health

Knowledge of University policies and procedures.

Skill in determining matters of importance and exercising initiative in accomplishing and prioritizing tasks.

Exceptional customer service attitude, confidentiality, courtesy, diplomacy and absolute discretion with regard to confidential donor information and communications.

Proven track record of maintaining confidentiality.

Superior written and verbal communication skills, along with excellent interpersonal skills. Comfortable interacting with diverse persons at all levels of an organization, both inside and outside the University.

Ability to multi-task and the capacity to constantly re-prioritize and make sound judgements in a fast-paced environment

Ability to work independently, and take initiative to complete assignment in a timely manner.

Advanced knowledge and experience using Microsoft Office suites including Word, Excel, Power Point and Outlook.

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 toCDCstandards 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

Additional Information

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: employment@utah.edu 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: oeo@umail.utah.edu .

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 priorURSservice, may elect to enroll inURSif 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 fromURSare 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.