Administrative Assistant
Full Time
Salt Lake City, UT 84112
$15.19 - $24.85 an hour
Posted
Job description
Job Summary
The Department of Pediatrics has an immediate opening for an experienced, highly motivated
Administrative Assistant to support the divisions of General Pediatrics and Adolescent Medicine. This position requires strong project management and collaborative communication skills. The
Administrative Assistant will be integral to the successful ongoing operations of the divisions. The
Administrative Assistant will work closely with the financial analyst of the divisions and use financial systems to fulfill division and departmental objectives, as well as institutional requirements. The position does not entail direct patient interaction, but does schedule patient visits as needed by the division.
The Department of Pediatrics is the second largest department in the University of Utah School of
Medicine and one of the largest pediatric departments in the country. We are committed to improving the lives of children through excellence in advocacy, education, research, and clinical care. For more information about the Department of Pediatrics, please visit: http://medicine.utah.edu/pediatrics/.
The University of Utah offers a comprehensive benefits package including:
The Department of Pediatrics has an immediate opening for an experienced, highly motivated
Administrative Assistant to support the divisions of General Pediatrics and Adolescent Medicine. This position requires strong project management and collaborative communication skills. The
Administrative Assistant will be integral to the successful ongoing operations of the divisions. The
Administrative Assistant will work closely with the financial analyst of the divisions and use financial systems to fulfill division and departmental objectives, as well as institutional requirements. The position does not entail direct patient interaction, but does schedule patient visits as needed by the division.
The Department of Pediatrics is the second largest department in the University of Utah School of
Medicine and one of the largest pediatric departments in the country. We are committed to improving the lives of children through excellence in advocacy, education, research, and clinical care. For more information about the Department of Pediatrics, please visit: http://medicine.utah.edu/pediatrics/.
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
Additional benefits information is available at www.hr.utah.edu/benefits
Responsibilities
Essential Functions
- Manage visiting Adolescent resident schedules in QGenda, overseeing schedule for attendings,
residents and med students. Maintain continuity in residency program requirements while
maintaining patient access needs at the clinic level.
maintaining patient access needs at the clinic level.
- Act as a PCard holder for the Adolescent Medicine Division: purchasing, reconciling purchases,
and working with vendors.
- Primary shopper for the Adolescent Medicine Division: will use online portals to make
purchases, set up purchase orders, and pay invoices.
- Manage the Well Baby Nursery call schedule.
- Provide fundamental administrative support to General Pediatrics and Adolescent Medicine:
manage office communication functions (faxing, phone calls, scanning, mail, etc.), maintain
faculty CVs in the university’s unique system, act as a point person for internal and external
colleagues.
faculty CVs in the university’s unique system, act as a point person for internal and external
colleagues.
- Provide complex support in managing calendars; coordinate meetings for people with very busy and diverse schedules; create and distribute meeting agendas and minutes for multiple
meetings. - Make travel arrangements and process travel reimbursements for faculty members.
- Participate in diverse 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.
Comments
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.
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
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 preferred.
- 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.
- Capable of effectively managing multiple duties and competing deadlines with minimal
supervision.
- Comfortable taking direction from multiple supervisors.
- Exceptional organization and time management skills with extreme attention to detail.
- Flexibility and willingness to help where needed.
Applicants will be screened according to preferences.
Type
Benefited Staff
Special Instructions Summary
Additional Information
The University of Utah values candidates who have experience working in settings with students from diverse backgrounds and possess a strong commitment to improving access to higher education for historically underrepresented students.
Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities and protected veterans are 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:
Director/ Title IX Coordinator
Office of Equal Opportunity and Affirmative Action ( OEO /AA)
383 University Street, Level 1 OEO Suite
Salt Lake City, UT 84112
801-581-8365
oeo@utah.edu
Online reports may be submitted at oeo.utah.edu
For more information: https://www.utah.edu/nondiscrimination/
To inquire about this posting, email: employment@utah.edu or call 801-581-2300.
Office of Equal Opportunity and Affirmative Action ( OEO /AA)
383 University Street, Level 1 OEO Suite
Salt Lake City, UT 84112
801-581-8365
oeo@utah.edu
Online reports may be submitted at oeo.utah.edu
For more information: https://www.utah.edu/nondiscrimination/
To inquire about this posting, email: employment@utah.edu or call 801-581-2300.
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.
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
- * Do you have previous work experience in a college/university environment?
- Yes
- No
Applicant Documents
Required Documents
Optional 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
Open Date
05/05/2023
Requisition Number
PRN34871B
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
Monday – Friday, 8:00 am to 5:00 pm.
VP Area
U of U Health - Academics
Department
00856 - General Pediatrics
Location
Campus
City
Salt Lake City, UT
Type of Recruitment
External Posting
Pay Rate Range
$15.19 - $24.85
Close Date
Open Until Filled
Yes
Job Summary
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