"Administrative Assistants"

Job Details

Administrative Assistants

Job Summary

Job Summary:
The Department of Pediatrics has an immediate opening for an experienced, highly motivated Administrative Assistant to perform a variety of administrative support duties for the Division of General Pediatrics to ensure office operations run smoothly and efficiently. Create and maintain files, compile reports, and manage, store, and disseminate information, ensuring security and compliance of information. Assist in planning department activities, manage meeting calendars, and make travel arrangements. Track expenses, monitor and order supplies, and schedule maintenance repairs. Remain knowledgeable of department policies. May make contacts of a sensitive, complex, and confidential nature. May work for one or several department professionals, division heads, officers, or managers. This position requires interfacing with various groups of people in a pleasant, helpful, and professional manner.
The department may choose to hire at any of the below job levels and associated pay rates based on their business need and budget.
The University of Utah offers a comprehensive benefits package including:

• Excellent health care coverage at affordable rates (see the Summary Comparison for more information)
• 14.2% retirement contributions
• Generous paid leave time
• 11 paid Holidays per year
• 50% tuition reduction for employees, spouses, and dependent children
• Flex spending accounts
• University provided basic employee life insurance coverage equal to a salary of up to $25,000
• Variety of elective insurance coverage, including life insurance, short and long-term disability, accidental death & dismemberment, accident, critical illness, hospital indemnity, and pet.
• 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 https://benefits.utah.edu/.

Responsibilities
Essential Functions:

• Provide administrative support to the division including:
  • Purchasing and accounts payable
  • Onboard new faculty members
  • Schedule and facilitate meetings, prepare agendas, and distribute minutes
• Provide fundamental administrative support to the General Pediatrics Division with a specific focus on one of our six clinics and its faculty members.
• Coordinate multiple faculty members' clinical schedules, facilitate meetings, proactively anticipate faculty members' needs, and help with those needs whenever possible.
• Perform other related duties as assigned and participate in various administrative projects according to fluctuating division and department needs.

Core components of the position include the ability to multitask while simultaneously being able to prioritize tasks based upon urgency, importance, and deadlines.

The department may choose to hire at any of the below job levels and associated pay rates based on their business need and budget.
Administrative Assistants, IPerforms routine tasks as directed and under close supervision.Requires little to no related experience.
Administrative Assistants, II
Completes routine tasks under moderate supervision.Rrequires at least 1 year of related experience.
Administrative Assistants, III
Completes assignments with little supervision. May assist less-experienced team members.Rrequires 3+ years of related experience.
Administrative Assistants, IV
Highest-level support. Performs advanced tasks under minimal supervision. May mentor less-experienced team members.Rrequires 5+ years of related experience.

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, I: Requires little to no related experience.
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
Preferences:

• Proficient in the latest versions of the Microsoft Office suite, with the ability to learn new software programs quickly, such as Adobe Creative Suite, Concur, QGenda, etc.
• 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 directions from multiple supervisors.
• Flexibility and willingness to help where needed.

Applicants will be screened according to preferences.

Special Instructions

Requisition Number: PRN43685B
Full Time or Part Time? Full Time
Work Schedule Summary: Full-time, Monday - Friday, 8:00 a.m. - 5:00 p.m. Hours may vary based on operational needs.
Department: 00848 - Pediatric Administration
Location: Campus
Pay Rate Range: Depends on Experience
Close Date: 2/25/2026
Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/192640