Our Job Post Completeness indicates how much vital information has been provided for this job listing. Academic Jobs has done the heavy lifting for you and summarized all the important aspects of this job to save you time.
Know Someone Great?
Help build our team with the best people you know.
Enter 1 or many referrals below.
Higher Ed Employee Referrals is only available for full job postings.
Job Summary
The CT Surgery Administrative Assistant provides high-level
administrative and operational support to the Cardiothoracic
Surgery team. This role is responsible for managing physician
administrative functions including credentialing, licensure,
onboarding, scheduling, travel coordination, compliance tracking,
project coordination, financial processing, and departmental
operations. The ideal candidate is organized, proactive,
detail-oriented, and able to thrive in a fast-paced healthcare
environment.
Learn more about the great benefits of working for
University of Utah: benefits.utah.edu The department may choose to hire at any of the below job
levels and associated pay rates based on their business need and
budget.
Responsibilities Essential Duties and
ResponsibilitiesAdministrative & Operational
Support
Provide comprehensive administrative support to CT surgeons and
department leadership
Manage calendars, coordinate appointments, and schedule
internal and external meetings
Prepare meeting agendas, presentations, reports, spreadsheets,
and correspondence
Serve as a liaison between physicians, hospital departments,
vendors, and external organizations
Maintain confidential physician and employee records in
compliance with HIPAA and organizational policies
Project Management & Reporting
Assist with departmental projects, operational initiatives, and
workflow improvement efforts
Track project timelines, deliverables, and action items to
ensure timely completion
Create, maintain, and analyze spreadsheets, databases, and
tracking tools for physician schedules, credentialing, budgets,
inventory, and departmental reporting
Compile data and prepare reports for leadership meetings,
audits, and operational reviews
Coordinate follow-up on outstanding tasks, renewals, and
compliance deadlines
Timecards & Payroll Support
Process and monitor employee and provider timecards for
accuracy and timely submission
Track PTO, schedule adjustments, overtime, and attendance
records
Coordinate with payroll and leadership to resolve
discrepancies
Credentialing, Licensure & Compliance
Coordinate physician credentialing and recredentialing
processes
Track and maintain medical licenses, DEA registrations, board
certifications, CME requirements, and other compliance
documentation
Ensure all provider credentials remain current and compliant
with hospital, state, and federal regulations
Maintain provider enrollment and hospital privilege
documentation
Financial & Invoice Management
Process invoices, reimbursements, expense reports, and
departmental purchases
Monitor memberships, subscriptions, and renewal deadlines
Assist with budget tracking and expense documentation
Coordinate physician reimbursement requests and supporting
documentation
CME & Professional Membership Support
Maintain Continuing Medical Education (CME) accounts and track
CME balances and deadlines
Coordinate conference registrations, educational travel, and
related reimbursements
Manage professional memberships, subscriptions, and
renewals
Travel Coordination
Arrange physician and staff travel accommodations including
flights, hotels, transportation, and itineraries
Prepare travel reimbursements and maintain accurate travel
expense records
Onboarding & Offboarding
Coordinate onboarding activities for new providers and staff
including orientation schedules, badge requests, EMR access, office
setup, and required documentation
Facilitate offboarding processes including account termination,
equipment return, and exit coordination
Coordinate parking permits, ID badges, and facility access
requests
IT & Inventory Coordination
Maintain IT equipment inventory including laptops, phones,
monitors, and related technology
Coordinate equipment requests, replacements, and
troubleshooting with IT departments
Track office and departmental supply inventory
Scheduling & Calendar Management
Coordinate provider schedules, meetings, conferences, and
departmental events
Manage complex calendars and scheduling conflicts
Assist with operating room and clinic scheduling coordination
as needed
Records & Compliance Management
Maintain accurate databases, spreadsheets, and departmental
records
Support audits, accreditation reviews, and compliance reporting
activities
Ensure timely completion and organization of administrative
documentation
Skills and Competencies
Excellent organizational and multitasking abilities
Strong project coordination and follow-through skills
Advanced attention to detail and accuracy
Strong spreadsheet, data tracking, and reporting skills
Excellent written and verbal communication abilities
Ability to maintain confidentiality and professionalism
Strong problem-solving and time-management skills
Ability to work independently and collaboratively in a
fast-paced environment
Customer service-oriented mindset with strong interpersonal
skills
Minimum Qualifications EQUIVALENCY STATEMENT: 1 year of higher education
can be substituted for 1 year of directly related work experience
(Example: bachelor's degree = 4 years of directly related work
experience). Department may hire employee at one of the following job
levels: Administrative Assistants, II: Requires at least 1
year of related experience. Administrative Assistants, III: Requires 3+ years
of related experience. Administrative Assistants, IV: Requires 5+ years
of related experience.
Preferences
Special Instructions
Requisition Number: PRN45964B Full Time or Part Time? Full Time Work Schedule Summary: weekdays Department: 00265 - Cardiothoracic Division Location: Campus Pay Rate Range: 20.00 - 33.47 Close Date: 11/20/2026 Open Until Filled:
AcademicJobs.com is the premier platform to discover University of Utah jobs, connecting talented professionals with exceptional career opportunities at one of the United States’ top public research universities. The University of Utah, located in Salt Lake City, Utah, is renowned for its innovative research and academic excellence, making Utah Uni jobs highly sought after by academics and professionals globally. University of Utah careers offer a dynamic and collaborative environment for individuals to excel. University of Utah university careers span a diverse range of disciplines, reflecting the university’s key areas of academic specialization, including health sciences, engineering, computer science, environmental studies, and humanities. Employment University of Utah includes roles such as professors, research fellows, lecturers, and professional staff positions, catering to various expertise levels. For those pursuing University of Utah jobs Salt Lake City, the university’s vibrant campus provides a collaborative workplace in a scenic and rapidly growing urban hub. Utah Uni vacancies and job postings are showcased on AcademicJobs.com, where candidates can explore opportunities in teaching, groundbreaking research, and administrative roles. Jobs at University of Utah cover fields like precision medicine, renewable energy, and data science, aligning with the university’s commitment to addressing global challenges through innovation and discovery. Each University of Utah vacancy is an opportunity to contribute to impactful projects within a supportive academic community. University of Utah Employment Opportunities are extensive, with University of Utah job Opportunities ranging from academic faculty to technical and operational roles. A University of Utah Career offers the chance to join an institution that values diversity, sustainability, and societal impact. Utah Uni openings are regularly updated on AcademicJobs.com, ensuring access to the latest University of Utah vacancies. Jobs at Utah Uni are ideal for those passionate about advancing knowledge and shaping the future. University of Utah job postings include positions in education, geology, and professional services such as IT and student support. University of Utah Employment through AcademicJobs.com connects talented individuals with Utah Uni vacancies, providing a seamless pathway to join a leading university driving global progress.
