Administrative Assistant Job at University of Utah in Salt Lake City

DetailsOpen Date 11/14/2024Requisition Number PRN40336BJob Title Administrative AssistantWorking Title Administrative AssistantJob Grade DFLSA Code NonexemptPatient Sensitive Job Code? NoStandard Hours per Week 40Full Time or Part Time? Full TimeShift DayWork Schedule SummaryMonday – Friday, 8:00 a.m. – 5:00 p.m. Opportunities for a hybrid telework schedule may be available if supported by operational needs. 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 - AcademicsDepartment 00848 - Pediatric AdministrationLocation CampusCity Salt Lake City, UTType of Recruitment External PostingPay Rate Range $18.41-$26.73Close Date 02/14/2025Priority Review DateJob SummaryJob Summary:The Utah Data Coordinating Center ( DCC ) has an immediate opening for an Administrative Assistant. This is an exciting opportunity to contribute to the dynamic and innovative research environment at the Utah Data Coordinating Center. The DCC manages large-scale, multi-site clinical studies, many of which are NIH -funded, and works closely with healthcare professionals and researchers to advance healthcare and improve patient outcomes.As an Administrative Assistant, you will play a key role in providing organizational and operational support to ensure the successful execution of clinical research projects. You will assist with coordinating logistics, managing communication with external partners, and supporting the preparation and distribution of key research documents. Your responsibilities will primarily focus on supporting specific study teams and projects, as designated by Center Operations Leadership. However, the role may offer opportunities to engage in various initiatives across multiple teams, depending on the current needs of the center. The role may offer opportunities to engage in a variety of initiatives across multiple teams, contributing to the success of diverse research projects dependent on the current business needs of the center. This position provides a collaborative, fast-paced environment where you will have the opportunity to make a meaningful impact on projects that shape the future of healthcare.The University of Utah offers a comprehensive benefits package including:Excellent health care coverage at affordable rates14.2% retirement contributions that vest immediatelyGenerous paid leave time11 paid Holidays per year50% tuition reduction for employee, spouse, and dependent childrenFlex spending accountsFree transit on most UTA servicesEmployee discounts on a variety of products and services including cell phones & plans, entertainment, health and fitness, restaurants, retail, and travelProfessional development opportunitiesAdditional benefits information is available at https://benefits.utah.edu/ResponsibilitiesEssential FunctionsProvide administrative support to research teams, including project managers and staff, to coordinate study activities and ensure smooth business operations.Assist department leadership with business planning and goal setting to support the strategic direction of research initiatives.Maintain and organize calendars, schedule meetings, and manage logistics for both internal and external events.Assist in developing department budgets, maintaining budget records, reconciling accounts, and preparing expenditure reports.Prepare and process correspondence, reports, and other key documents, such as letters, memos, and presentations.Organize and maintain confidential files and documentation related to research studies and projects.Coordinate travel arrangements for team members and track/process travel reimbursements.Assist in the creation and distribution of study reports, newsletters, and other communications.Support data collection and organization for research projects, including monitoring regulatory documents, tracking progress, and assisting with data analysis.Assist in the implementation of department and University policies and procedures to ensure compliance and operational efficiency.Assist with training and onboarding of new staff members as needed, as well as help coordinate team activities.Order office and/or study supplies for office and research operations using the company purchasing card or UShop platform.Take minutes at meetings and follow up on action items to ensure effective communication and coordination within the team.Create and maintain documents such as study guides, manuals, and presentations.Provide administrative support to operations leaders by scheduling appointments, coordinating meetings and conferences, and maintaining office supplies.Monitor and support the operational needs of research teams to ensure smooth workflows and successful project outcomes.Resolve office-related issues or direct them to appropriate resources.Plan and expedite the flow of work while ensuring the smooth operation of the office under the pressure of frequent interruptions and changes in priorities.Work Environment and FrequencyNearly Continuously: Office environment.Physical Requirements and Frequency:Nearly Continuously: Sitting, hearing, listening, talking.Often: Repetitive hand motion (such as typing), walking.Seldom: Bending, reaching overhead.DisclaimerThis 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 be an exhaustive list of duties, responsibilities, and qualifications required of employees assigned to this job.Minimum QualificationsAssociate 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.PreferencesPreferencesStrong organizational and coordination skills, including experience in managing logistics, meeting coordination, and travel arrangements.Excellent judgment, professional appearance, and exceptional communication skills for interacting with internal and external stakeholders.Strong computer skills and proficiency in Microsoft Word, Excel, and PowerPoint, as well as Adobe Creative Cloud applications, with a focus on editing PDFs and InDesign.Effective communication skills and the ability to interact professionally with healthcare providers, researchers, and administrative staff.Type Benefited StaffSpecial Instructions SummaryAdditional InformationThe 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.eduhttps://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.