Job Information

University of Utah PS Executive Secretary in Salt Lake City, Utah

Open Date 07/14/2021

Requisition Number PRN26935B

Job Title PS Executive Secretary

Working Title PS Executive Secretary

Job Grade C

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

Monday through Friday, 8am to 5pm. Some earlier mornings and later evenings may be required.

VP Area U of U Health - Academics

Department 00933 - OB/GYN Clinical

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 12.02 to 19.22

Close Date

Open Until Filled Yes

Job Summary

Provides secretarial, scheduling and administrative support for the Division of Maternal Fetal Medicine. Performs a variety of clerical duties in accordance with specific instructions and established work procedures under the direction of the Clinical Support Supervisor and Nursing Director.


Essential Functions

· Keep track of and update Physicians’ calendars in Outlook and Qgenda

o Meetings

o Conferences

o Night Call

o Attending ( GYN and OB) rotation

o Resident Clinic

o Make sure that appropriate adjustments are made, clinics are closed, patients are rescheduled, and the clinic manager is informed of any clinic changes (closings and especially openings)

· Keep track of and update:

o Licenses


o ABOG / ACOG & other organization membership’s dues/fees

o Reappointments (re-credentialing at the U and other locations where doctors have privileges)

o CV’s and maintaining CV in the University system

o Qgenda/Smartweb

· Coordinating and finding meeting rooms for providers

· Creating and maintaining physician/provider’s template for various clinic locations

· Cancelling and rescheduling clinics should a provider need to have their clinic closed/rescheduled

· Calling patients on behalf of the doctor to schedule appointments or procedures

· Faxes: Patient records/referrals received and then documented in EPIC , send to scan or distribute to Nurse/MA, NP/ CNM /PA or physician’s inbox, or fax to clinic where the appointment will take place if day of

· Research and outreach to new patient referrals, schedule if necessary

· MyChart : Answer and/or triage MyChart requests (appointment requests, documentation/letter requests, appointment cancellations, questions)

· Be available by e-mail, Skype and phone to providers, managers, patients and the schedulers (call center)

· Communicate with clinic leaders to keep them up-to-date with providers closing their clinics so that they can accurately staff clinic locations

· Keep a basic knowledge of insurance coverage

· Process payments for providers’ including membership renewal and conference registrations (P-Card) and reallocate in UMS and CIS online system

· Order business cards, lab coats, and other office supplies as needed

· Handle incoming and outgoing mail for each physician

Team Culture

· Supports an inclusive, transparent and supportive work environment

· Reliable, displays a positive attitude, does not engage in gossip, supports the team and is flexible

· Communicates problems, issues and frustrations to supervisor and OB/ WCSL Leadership

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 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

High school diploma or equivalency required. Four years full time secretarial experience or equivalency, word processing and spreadsheet software skills and demonstrated human relation and effective communication skills also required.

Knowledge of business writing preferred.

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

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.


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


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.