Job Information
University of Utah Administrative Assistant in Salt Lake City, Utah
Details
Open Date 02/13/2024
Requisition Number PRN37694B
Job Title PS Administrative Assistant
Working Title Administrative Assistant
Job Grade D
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
Monday – Friday, 8:00 am -5:00 pm with an hour lunch (option to adjust schedule with 30 minute lunch)
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 - 24.85
Close Date
Open Until Filled Yes
Job Summary
Position Summary:
The Department of Pediatrics has an immediate opening for an experienced, highly motivated Administrative Assistant to support its Clinical Enterprise as well as other subspecialty divisions as department needs dictate. The position does not entail direct patient interaction and is primarily located at the 250 Tower in downtown Salt Lake City
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:
Excellenthealth care coverageat affordable rates
14.2% retirement contributionsthat vest immediately
Generouspaid leave time
10 paid Holidaysper year
50% tuition reductionfor employee, spouse, and dependent children
Flex spending accounts
Free transiton 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 atwww.hr.utah.edu/benefits
Responsibilities
Essential Functions:
Provide fundamental administrative support to division: manage office communication functions (faxing, phone calls, scanning, mail, etc.), order office supplies, arrange conference travel, act as a point person for internal and external colleagues.
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.
Responsible for supporting leadership within Clinical Enterprise: manage calendars, set up meetings including equipment needs, reserve conference rooms, prepare agendas, take and distribute minutes, order catering and supplies as needed.
Provide facilities and space management support: serve as liaison between building management and department, contact vendors for repairs, maintain occupants list and update applicable signage, maintain up-to-date records in the University space management system, communicate any office space allocation changes to manager.
Facilitate hiring, onboarding, and offboarding of staff: arrange candidate interviews, facilitate building and suite access, facilitate appropriate computer access, arrange for new phone lines as necessary, issue headsets and track user assignments, ensure non-University employees are set up with required access.
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 management team: presentations, announcements, 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.
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.
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: 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.