Administrative Assistants

Job Summary

This position is patient-sensitive and must fulfill all associated vaccination requirements, or be approved for an exemption, prior to the first day of work. 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.

The Division of Pediatric Cardiology at the University of Utah School of Medicine is seeking to hire an Administrative Assistant. This role will perform a variety of administrative support duties for an individual, group, or department 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.

The department may choose to hire at any of the below job levels and associated pay rates based on their business need and budget.

Benefits Summary

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: Perform a variety of administrative support duties for an individual, group, or department 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.

Division Administrative Support

• Provide fundamental administrative support to the Pediatric Cardiology Division by coordinating communications, managing office tasks, and serving as a primary point of contact for internal and external colleagues.
• Manage office communication functions such as faxing, scanning, mail distribution, and maintaining shared communication tools and lists.
• Order and maintain inventory of office supplies for the division and collaborate with colleagues to troubleshoot issues with shared office equipment (printers, copiers, fax) as needed.
• Arrange conference travel for faculty and staff and ensure all related documentation is prepared accurately.
• Assist faculty with renewing medical licenses, DEA registrations, certifications, and professional association memberships.
• Maintain faculty CVs in the university's internal CV system (Faculty Profile / Activity Insight).
• Support the creation, editing, and formatting of academic documents including manuscripts, national presentations, research posters, CME reports, and educational materials.

Leadership Support & Complex Scheduling

• Provide high-level administrative support to division leadership, including the Division Chief, Associate Chiefs, and Section or Program Medical Directors.
• Manage complex calendars, schedule meetings with multiple stakeholders, and anticipate future needs to ensure smooth leadership operations.
• Prepare agendas, take and distribute minutes, and track action items for leadership and division meetings.
• Compile medical director logs, support missing notes tracking, and assist with quality, compliance, and operational administrative functions.

Financial & Purchasing Responsibilities

• Process payment requests, travel reimbursements, campus orders, purchase orders, and other transactions in compliance with University and Department policies.
• Track financial expenses, reconcile supporting documents for accuracy, and ensure timely entry into the Pediatrics financial database.
• Assist with ongoing financial tracking, reporting, and basic budget support for division operations.

Data & Reporting Responsibilities

• Collect, compile, and maintain monthly operational and clinical tracking data from various systems.
• Prepare summaries and provide accurate data for division operations, quality improvement initiatives, and leadership decision-making.

Policy, Compliance & Departmental Alignment

• Stay current with University, Department, and Division policies and procedures and assist with their implementation to ensure consistent adherence.
• Support compliance needs related to CME, credentialing, academic activity reporting, and clinical documentation requirements.

General Administrative & Team Support

• Provide back-up support to administrative counterparts within the Department of Pediatrics and the Heart Center to ensure workflow continuity across divisions as needed.
• Participate in shared administrative projects across the Department, supporting initiatives based on shifting operational needs.
• Perform other duties as assigned.

Professional Competencies

• Demonstrate proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and the ability to quickly learn new software applications.
• Exhibit excellent oral and written communication skills, strong proofreading and editing capabilities, and professional etiquette.
• Maintain exceptional organization, prioritization skills, accuracy, and attention to detail while managing multiple tasks and deadlines.
• Work effectively with minimal supervision, take directions from multiple supervisors, maintain flexibility, and contribute positively to team culture and division operations.

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, II
Completes routine tasks under moderate supervision. Requires at least 1 year of related experience. This is an Intermediate Level position in the Support track. Job Code: SZ2732 Grade: S14 Expected Pay Range: $17.33 to $23.43

Administrative Assistants, III
Completes assignments with little supervision. May assist less-experienced team members. Requires 3+ years of related experience. This is a Skilled Level position in the Support track. Job Code: SZ2733 Grade: S16 Expected Pay Range: $20.03 to $27.07

Administrative Assistants, IV
Highest-level support. Performs advanced tasks under minimal supervision. May mentor less-experienced team members. Requires 5+ years of related experience. This is a Highly Skilled Level position in the Support track. Job Code: SZ2734 Grade: S18 Expected Pay Range: $23.15 to $31.29

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

• Demonstrated problem solving/multi-tasking skills.
• Associate degree in business or equivalency.
• Three years full-time administrative experience.
• Demonstrated human relations and effective communication skills.

The Department will screen applicants according to the identified preferences.

Special Instructions

• Requisition Number: PRN44561B
• Full Time or Part Time? Full Time
• Work Schedule Summary: Monday - Friday, 8:00 a.m. - 4:30 p.m. Hours may vary based on operational needs. Opportunities for a hybrid telework schedule may be considered after the initial training period, provided the arrangement is supported by operational needs and individual performance. Telework arrangements are not guaranteed and may be modified or discontinued at any time based on business requirements or performance. Employees approved for hybrid telework must provide their own private workspace, secure internet connection, and demonstrate the ability to work independently.
• Department: 00848 - Pediatric Administration
• Location: Campus
• Pay Rate Range: Depends on Experience
• Close Date: 6/25/2026

To apply, visit https://utah.peopleadmin.com/postings/198226