PS Administrative Assistant

Details

Open Date 08 / 20 / 2025

Requisition Number PRN42882B

Job Title PS Administrative Assistant

Working Title PS Administrative Assistant

Career Progression Track D

Track Level

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

Full-time with benefits, 40 hrs / wk. Mon-Fri, 8 : 00 a.m. – 5 : 00 p.m. with an hour break for lunch; occasional early morning meetings. Opportunities for a hybrid telework schedule may be available if supported by operational needs following 6-month probationary period. Employees with an approved hybrid telework schedule are expected to provide their own home office space, internet connection, telephone, and have the ability to work independently.

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 $18.41-$26.73

Close Date 11 / 20 / 2025

Priority Review Date (Note - Posting may close at any time)

Job Summary

Position Summary :

The Department of Pediatrics has an immediate opening for an experienced, highly motivated Administrative Assistant to support its divisions of Pediatric Rheumatology and the Clinical Enterprise as well as other subspecialty divisions as department needs dictate.

A skills assessment will be administered to measure written communication, attention to detail, critical thinking, and computer skills.

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.

The University of Utah offers a comprehensive benefits package including :

Excellent health care coverage at affordable rates (see the Summary Comparison for more information)

14.2% retirement contributions that vest immediately

Generous paid leave time

11 paid Holidays per year

50% tuition reduction for employees, spouses, and dependent children

Flex spending accounts

University provided basic employee life insurance coverage equal to a salary of up to $25,000

Variety of elective insurance coverage , including life insurance, short and long-term disability, accidental death & dismemberment, accident, critical illness, hospital indemnity, and pet.

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

Additional benefits information is available at

Responsibilities

Essential Functions :

Responsible for efficient management of the routine tasks of the front office. Greet guests and direct them to the appropriate location. Field incoming calls. Receive and distribute mail and packages. Order and maintain inventory of supplies for the floor. Ensure maintenance of copy machines and printers. Position will work with front desk operations coordinator to troubleshoot and resolve issues, implement efficient processes, and attend to other ongoing front office needs.

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 chiefs and outreach director : 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.

Facilitate recruitment of new faculty and / or fellow candidate 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 Education Enterprise, 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.

Act as CME coordinator for division conferences. Set up speakers, create weekly flyer, collect CME documentation, and submit to CME office. Keep documentation for audit.

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 different projects according to division and department needs

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.

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 (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

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 :

Online reports may be submitted at oeo.utah.edu

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.