Job Information
University of Utah Administrative Assistant in Salt Lake City, Utah
Details
Open Date 01/06/2025
Requisition Number PRN40896B
Job Title Administrative Assistant
Working Title Administrative Assistant
Job Grade D
FLSA Code Nonexempt
Patient Sensitive Job Code? No
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 00913 - Pediatric Surgery Development
Location Campus
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range 15.19 to 28.08
Close Date 04/07/2025
Priority Review Date (Note - Posting may close at any time)
Job Summary
Provides complex administrative support to a busy Pediatric Surgery practice with 14 surgeons practicing at 3 locations. Provides administrative support to a group of surgeons within the division and oversight and management of the surgeons’ administrative and academic activities. This position will also be responsible for the management and creation of the division’s call schedule for all of surgeons’ and other providers that rotate in our division for the call and clinical assignments/duties. Attention to detail and excellent organizational skills are critical to this position.
This position is eligible for a hybrid schedule (telecommuting & in-office).
The University of Utah offers a comprehensive benefits package including:
Excellent health care coverage at affordable rates.https://www.hr.utah.edu/forms/lib/SummaryComparisonEmployeeHCP.pdf
14.2% retirement contributions (https://www.hr.utah.edu/benefits/retire_401aPlan.php) that vest immediately
Generous paid leave time (https://www.hr.utah.edu/benefits/paidLeave.php)
10 paid Holidays per year
50% tuition reduction (https://www.hr.utah.edu/benefits/tuition.php) for employee, spouse, and dependent children
Flex spending accounts (https://www.hr.utah.edu/benefits/fsa.php)
Free transit on most UTA services
Additional benefits information is available atwww.hr.utah.edu/benefits
Responsibilities
Provides administrative support to the pediatric surgeons by coordinating calendars, scheduling administrative meetings and preparing agendas for monthly conferences.
Complies and maintains medical staff files including Curriculum Vitae, CME credits, state licensure, DEA certifications and related Risk Management information.
Makes travel arrangements for the surgeons’ attendance at professional meetings including registration, airfare and lodging.
This position will also be responsible for the management and creation of the division’s call schedule for all of surgeons’ and other providers that rotate in our division for the call and clinical assignments/duties. Attention to detail and excellent organizational skills are critical to this position.
Assists with physician recruitment, faculty appointments, credentialing and the Retention, Promotion and Tenure process.
Types and proofs correspondence, memoranda, reports and related materials.
Provides additional general office support such as answering phones and responding to calls, filing copying and ordering office supplies.
Administrative responsibilities for assisting, maintaining and monitoring accuracy for the Division’s operating budget and capital budget.
Assists with the preparation of the Divisional budget.
Manages accounts payable including preparation of travel reimbursements forms credit card purchasing, processing invoices through ePR and Ushop, reconciliation of monthly management reports including reviewing expenses and accounting documents for accuracy.
Problem-solving
This position is responsible for planning and expediting the flow of work while ensuring the smooth operation of the office under the pressure of frequent interruptions and changes in priorities.
The incumbent works independently in the initiation and follow-through of departmental programs. However, coordination is required with faculty members and other contacts on a regular basis.
Problems faced by this incumbent include balancing all of the details and tasks associated with coordinating complex programs. This involves ensuring fiscal and academic records are accurate and meet university and federal regulations. The incumbent must meet crucial deadlines for national organizations.
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.
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.
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
Preferences
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.
