PS Administrative Assistant
University of Utah
Salt Lake City, UT
Full-time
Administration / Clerical
Posted on May 9, 2024
Announcement
Details
Open Date
05/08/2024
Requisition Number
PRN38496B
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
Monday through Friday from 8:30am-5pm.
VP Area
U of U Health - Academics
Department
00848 - Pediatric Administration
Location
Campus
City
Salt Lake City, UT
Type of Recruitment
External Posting
Pay Rate Range
$18.40-$26.73
Close Date
Open Until Filled
Yes
Job Summary
The Division of Pediatric Hospital Medicine, University of Utah School of Medicine, has an immediate opening for an experienced, organized, and highly-motivated Administrative Assistant who will provide complex administrative support for faculty, management, and staff.
Positions are designed to provide growth and professional development opportunities, including promotions within a defined career ladder.
The University of Utah offers a comprehensive benefits package including:
This position is full-time, 40 hours per week. Regular and punctual attendance is required.
Responsibilities
Essential Functions
This position is responsible for solving office problems such as: payroll or accounts payable issues, solving staff, faculty and student problems or directing them to someone who can, and supervisory and personnel issues. Plans and expedites the flow of work while ensuring the smooth operation of the office under the pressure of frequent interruptions and changes in priorities.
Comments
Administrative Assistants in hospital and clinic departments must report to a Service Director or the equivalent. In addition to the essential functions listed for this position, incumbents in this position may be assigned to complete the duties and demonstrate the competencies needed for the Executive Secretary position.
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.
Preferences
Preferences
Disclaimer
This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It 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.
Type
Benefited Staff
Special Instructions Summary
Additional Information
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 of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients.
All qualified individuals are strongly 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 (OEO/AA). More information, including the Director/Title IX Coordinator's office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/
Online reports may be submitted at oeo.utah.edu
https://safety.utah.edu/safetyreport 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.
Posting Specific Questions
Required fields are indicated with an asterisk (*).
Required Documents
Details
Open Date
05/08/2024
Requisition Number
PRN38496B
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
Monday through Friday from 8:30am-5pm.
VP Area
U of U Health - Academics
Department
00848 - Pediatric Administration
Location
Campus
City
Salt Lake City, UT
Type of Recruitment
External Posting
Pay Rate Range
$18.40-$26.73
Close Date
Open Until Filled
Yes
Job Summary
The Division of Pediatric Hospital Medicine, University of Utah School of Medicine, has an immediate opening for an experienced, organized, and highly-motivated Administrative Assistant who will provide complex administrative support for faculty, management, and staff.
Positions are designed to provide growth and professional development opportunities, including promotions within a defined career ladder.
The University of Utah offers a comprehensive benefits package including:
- Excellent health care coverage at affordable rates
- 14.2% retirement contributions that vest immediately
- Generous paid leave time
- 11 paid Holidays per year
- 50% tuition reduction for employee, spouse, and dependent children
- Flex spending accounts
- Free transit on most UTA services
- Employee discounts on a variety of products and services including cell phones & plans, entertainment, health and fitness, restaurants, retail, and travel
- Professional development opportunities
This position is full-time, 40 hours per week. Regular and punctual attendance is required.
Responsibilities
Essential Functions
- Ensure smooth function of daily office operations including ordering supplies, setting up for division meetings, generating reports, responding to phone calls, dispersing mail, greet and assist visitors and act as point of contact for internal/external colleagues during business hours to give assistance as needed.
- Maintain polite and professional communication via phone, e-mail and mail.
- Provide fundamental administrative support to the faculty within the division: arrange conference travel, assist in renewing medical licenses, and association memberships for faculty, and maintain faculty CVs in the university's unique system.
- Monitor resources, ensuring expenditures fall within budgetary limits. Oversees and prepares documentation related to division purchases, membership and licensing renewals, campus orders, purchase orders, and travel reimbursements. Assist with effective analysis of division finances by assigning appropriate account codes for accounts payable and receivable. Enter and track all financial transactions in university expense-tracking system in a timely manner.
- Provide administrative support to the division chief including (but not limited to) effectively managing calendar to support busy and diverse schedule, coordinating meetings by preparing agendas and taking and distributing meeting minutes, maintaining an organized and efficient system for shared division documents, and typing correspondence.
- Facilitate faculty and fellow recruitment process by making travel and lodging arrangements, coordinating interview schedule, arranging for transportation to interviews and planning for meals as needed, track expenditures for reimbursements and submit corresponding paperwork. Assist in the onboarding and orientation of new faculty, fellow, and staff members.
- Draft and prepare a wide variety of correspondence, presentations, and other documents that require advanced analytical, writing, and computer skills. Must be in the habit of proofreading emails and documents for spelling, grammar, content, and clarity before disseminating.
- Assist in the creation and/or compilation of materials for academic work and educational requirements: national presentations, research manuscripts, CME reporting, etc.
- Assist with management of faculty credentialing, and FARA processes.
- Assist faculty in managing the timely completion of their clinical documentation.
- Maintain division calendar of events and coordinate weekly division staff meetings.
- Plan social events, distributes itineraries and coordinates catered events.
- Assist in collecting and compiling monthly tracking data from various sources to be used for operational reports and quality improvement purposes.
- Stay apprised of changes in university and department policies, federal regulations, and contractual requirements; coordinate implementation procedures for new policies and protocols.
- Perform other related duties as assigned and participate in diverse administrative projects according to fluctuating division and department needs.
- Assists division research administration to provide organizational support as needed.
- Organizes events and social media/marketing.
This position is responsible for solving office problems such as: payroll or accounts payable issues, solving staff, faculty and student problems or directing them to someone who can, and supervisory and personnel issues. Plans and expedites the flow of work while ensuring the smooth operation of the office under the pressure of frequent interruptions and changes in priorities.
Comments
Administrative Assistants in hospital and clinic departments must report to a Service Director or the equivalent. In addition to the essential functions listed for this position, incumbents in this position may be assigned to complete the duties and demonstrate the competencies needed for the Executive Secretary position.
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.
Preferences
Preferences
- Bachelor's degree in related field or equivalency, plus three years full-time administrative support experience.
- 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.
- Experience managing corporate social media accounts
- Capable of effectively managing multiple duties and competing deadlines with minimal supervision.
- Exceptional organization and time management skills with extreme attention to detail.
- Comfortable taking direction from multiple supervisors
- Flexibility and willingness to help where needed.
Disclaimer
This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It 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.
Type
Benefited Staff
Special Instructions Summary
Additional Information
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 of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients.
All qualified individuals are strongly 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 (OEO/AA). More information, including the Director/Title IX Coordinator's office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/
Online reports may be submitted at oeo.utah.edu
https://safety.utah.edu/safetyreport 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.
Posting Specific Questions
Required fields are indicated with an asterisk (*).
- * Do you have a related Associate's degree or equivalency? (2 years related work experience may be substituted for 1 year of education)
- Yes
- No
- * Do you have three or more years of clerical/administrative experience?
- Yes
- No
- * Indicate your level of expertise in MS Office (Word, Excel, PowerPoint, Outlook, etc.)
- Basic
- Intermediate
- Advanced
Required Documents
- Resume
- Cover Letter
- Addendum to the University of Utah - Veteran Only - Call 801.581.2169 after submission
- Appropriate discharge document (such as a DD-214 – Member Copy 4) – Veteran Only – Call 801.581.2169
