"PS Administrative Assistant"

Job Details

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 division of Pediatric Nephrology as well as other subspecialty divisions as department needs dictate.

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.

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

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

• Provide fundamental administrative support to division: manage office communication functions (faxing, phone calls, scanning, mail, newsletter, 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 support for division leadership including heavy calendaring and complex scheduling, compiling medical director logs, management of missing notes, and various ad hoc tasks.
• Facilitate faculty recruitment including travel arrangements, itinerary building, escorting guests, coordinating meals or catering. Represent the division and department in communications with the candidates throughout the recruitment process.
• 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, 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 GI Fellows weekly conference. 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.
• Provide back-up support to GI administrative counterpart and administrative team and participate administrative floor reception desk rotation as required.
• Participate in various projects according to division and department needs.

DisclaimerThis 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 requiredNearly Continuously: Office environment. Physical Requirements and Level of Frequency that may be requiredNearly 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

Special Instructions

Requisition Number: PRN43222B
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: 12/30/2025
Open Until Filled: