PS Administrative Assistant

Job Summary

Position Summary: The Department of Pediatrics has an immediate opening for an experienced, highly motivated Administrative Assistant to support its divisions of Pediatric Rheumatology and the Clinical Enterprise as well as other subspecialty divisions as department needs dictate.

A skills assessment will be administered to measure written communication, attention to detail, critical thinking, and computer skills.

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:

• Excellent health care coverage at affordable rates (see the Summary Comparison for more information)
• 14.2% retirement contributions that vest immediately
• 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:

• 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. Position will work with front desk operations coordinator to troubleshoot and resolve issues, implement efficient processes, and attend to other ongoing front office needs.
• Provide fundamental administrative support to division: manage office communication functions (faxing, phone calls, scanning, mail, etc.), order office supplies, arrange conference travel, assist in renewing medical licenses and association memberships for faculty; maintain faculty CVs in the university's unique system, act as a point person for internal and external colleagues.
• Provide complex administrative support to the division chiefs and outreach director: manage calendar, coordinating a very busy and diverse schedule; facilitate meetings, including preparing agendas and taking and distributing minutes; and most importantly, be able to anticipate chief's needs and help with those needs wherever possible.
• Facilitate recruitment of new faculty and/or fellow candidate members: make travel and lodging arrangements; coordinate interview schedule; arrange for transportation to interviews; plan for meals as needed. Assist in the onboarding and orientation of new faculty.
• In conjunction with the Pediatrics Education Enterprise, assist with division's fellowship program: facilitate interview process for fellowship candidates, including arranging travel and lodging, creating interview schedules, and escorting candidates to interviews; assist in the onboarding of new fellows; manage the logistics of didactic conferences and CME requirements.
• 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 academic work and educational requirements: national presentations, research manuscripts, CME reporting, etc.
• Act as CME coordinator for division conferences. Set up speakers, create weekly flyer, collect CME documentation, and submit to CME office. Keep documentation for audit.
• 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.
• Participate in different 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. 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

(No specific preferences listed)

Special Instructions

Requisition Number: PRN42882B Full Time or Part Time? Full Time Work Schedule Summary: Full-time with benefits, 40 hrs/wk. Mon-Fri, 8:00 a.m. - 5:00 p.m. with an hour break for lunch; occasional early morning meetings. Opportunities for a hybrid telework schedule may be available if supported by operational needs following 6-month probationary period. Employees with an approved hybrid telework schedule are expected to provide their own home office space, internet connection, telephone, and have the ability to work independently. Department: 00848 - Pediatric Administration Location: Campus Pay Rate Range: $18.41-$26.73 Close Date: 11/20/2025 Open Until Filled: