University of Utah is hiring: PS Administrative Assistant in Salt Lake City

DetailsOpen Date 09/25/2024Requisition Number PRN39946BJob Title PS Administrative AssistantWorking Title PS Administrative AssistantJob Grade DFLSA Code NonexemptPatient Sensitive Job Code? YesStandard Hours per Week 40Full Time or Part Time? Full TimeShift DayWork Schedule SummaryFull-time with benefits, 40 hours per week. Monday through Friday, 8:00 a.m. to 4:30 p.m with a 30 minute lunch break.VP Area U of U Health - AcademicsDepartment 00848 - Pediatric AdministrationLocation CampusCity Salt Lake City, UTType of Recruitment External PostingPay Rate Range $18.41 to $26.73Close DatePriority Review DateJob SummaryJob SummaryThe Department of Pediatrics has an immediate opening for an experienced, highly motivated Administrative Assistant to support its division of Pediatric Cardiology. This position requires interfacing with diverse groups of people in a pleasant, helpful, and professional manner. The Administrative Assistant is responsible for effectively managing day-to-day activities of the Cardiology Division.A skills assessment will be administered to measure written communication, attention to detail, critical thinking, and computer skills.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 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, manage calendars, obtain outside patient records, coordinate diverse schedules; facilitate meetings, including preparing agendas and taking and distributing minutes, be able to anticipate faculty members’ needs and help with those needs wherever possible.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.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.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.Perform other related duties as assigned and participate in diverse administrative projects according to fluctuating division and department needs.Work Environment and Level of Frequency typically requiredNearly Continuously: Office environment.Physical Requirements and Level of Frequency that may be requiredNearly Continuously: Sitting, hearing, listening, talking.Often: Repetitive hand motion (such as typing), walking.Seldom: Bending, reaching overhead.The staff member must be able to demonstrate the knowledge and skills necessary to provide care appropriate to the age of the patients served on his or her assigned unit. The individual must demonstrate knowledge of the principles of life span growth and development and the ability to assess data regarding the patient’s status and provide care as described in the department’s policies and procedures manual.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.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.PreferencesDepartment Specific PreferencesExperience in medical education coordination, i.e., residency, fellowships, preferred but not required.Applicants will be screened according to preferencesType 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.