Administrative Assistant
University of Utah
Salt Lake City, UT
Full-time
Administration / Clerical
Posted on April 5, 2024
Announcement
Details
Open Date
01/04/2024
Requisition Number
PRN37319B
Job Title
Administrative Assistant
Working Title
Administrative Assistant
Job Grade
D
FLSA Code
Nonexempt
Patient Sensitive Job Code?
No
Standard Hours per Week
40
Full Time or Part Time?
Full Time
Shift
Day
Work Schedule Summary
Monday – Friday, 8:00 am – 5:30 pm
VP Area
U of U Health - Academics
Department
00848 - Pediatric Administration
Location
Campus
City
Salt Lake City, UT
Type of Recruitment
External Posting
Pay Rate Range
$18.41 - $26.73
Close Date
Open Until Filled
Yes
Job Summary
Job Summary
The Department of Pediatrics has an immediate opening for an experienced, highly self-motivated Administrative Assistant to provide complex and independent administrative support to the Division of General Pediatrics and project groups within the Department of Pediatrics. This position requires interfacing with diverse groups of people in a pleasant, helpful, and professional manner.
The University of Utah offers a comprehensive benefits package including:
Responsibilities
Essential Functions and Responsibilities
o Arrange conference travel and prepare expense reports
o Schedule and facilitate meetings, prepare agendas, and distribute minutes
o Compile monthly invoicing logs and assist with other financial reporting
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.
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
Preferences
Preferences
Type
Benefited Staff
Special Instructions Summary
Special Instructions to Applicants
A skills assessment will be administered to measure written communication, attention to detail, critical thinking, and computer skills.
Additional Information
The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS' post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.
This position may require the successful completion of a criminal background check and/or drug screen.
The University of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients.
All qualified individuals are strongly encouraged to apply. Veterans' preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.
The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran's status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.
To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action (OEO/AA). More information, including the Director/Title IX Coordinator's office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/
Online reports may be submitted at oeo.utah.edu
https://safety.utah.edu/safetyreport This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.
Posting Specific Questions
Required fields are indicated with an asterisk (*).
Required Documents
Details
Open Date
01/04/2024
Requisition Number
PRN37319B
Job Title
Administrative Assistant
Working Title
Administrative Assistant
Job Grade
D
FLSA Code
Nonexempt
Patient Sensitive Job Code?
No
Standard Hours per Week
40
Full Time or Part Time?
Full Time
Shift
Day
Work Schedule Summary
Monday – Friday, 8:00 am – 5:30 pm
VP Area
U of U Health - Academics
Department
00848 - Pediatric Administration
Location
Campus
City
Salt Lake City, UT
Type of Recruitment
External Posting
Pay Rate Range
$18.41 - $26.73
Close Date
Open Until Filled
Yes
Job Summary
Job Summary
The Department of Pediatrics has an immediate opening for an experienced, highly self-motivated Administrative Assistant to provide complex and independent administrative support to the Division of General Pediatrics and project groups within the Department of Pediatrics. This position requires interfacing with diverse groups of people in a pleasant, helpful, and professional manner.
The University of Utah offers a comprehensive benefits package including:
- Excellent health care coverage at affordable rates
- 14.2% retirement contributions that vest immediately
- Generous paid leave time
- 11 paid Holidays per year
- 50% tuition reduction for employee, spouse, and dependent children
- Flex spending accounts
- 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
Responsibilities
Essential Functions and Responsibilities
- Provide administrative support to the division including
o Arrange conference travel and prepare expense reports
o Schedule and facilitate meetings, prepare agendas, and distribute minutes
o Compile monthly invoicing logs and assist with other financial reporting
- Provide fundamental administrative support to the General Pediatrics Division and mainly the South Main Clinic and its faculty members.
- Coordinate multiple faculty members' clinical schedules, facilitate meetings, proactively anticipate faculty members' needs, and help with those needs whenever possible.
- Support the purchasing, accounts payable, and administrative needs of a national pediatrics research project.
- Assist a Title V grant-funded group by scheduling meetings, preparing agendas, distributing meeting resources, and tracking attendance.
- Serve as coordinator for Pediatrics ECHO series by communicating with presenters, publicizing meeting information to attendees and CME office, hosting and recording sessions, tracking session attendance, and updating website.
- Perform other related duties as assigned and participate in diverse administrative projects according to fluctuating 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.
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
Preferences
Preferences
- Proficient in latest versions of the Microsoft Office suite, with the capability to learn new software programs quickly; such as, Adobe Creative Suite, Concur, 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 direction from multiple supervisors.
- Flexibility and willingness to help where needed.
Type
Benefited Staff
Special Instructions Summary
Special Instructions to Applicants
A skills assessment will be administered to measure written communication, attention to detail, critical thinking, and computer skills.
Additional Information
The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS' post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.
This position may require the successful completion of a criminal background check and/or drug screen.
The University of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients.
All qualified individuals are strongly encouraged to apply. Veterans' preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.
The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran's status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.
To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action (OEO/AA). More information, including the Director/Title IX Coordinator's office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/
Online reports may be submitted at oeo.utah.edu
https://safety.utah.edu/safetyreport This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.
Posting Specific Questions
Required fields are indicated with an asterisk (*).
- * Do you have a related Associate's degree or equivalency? (2 years related work experience may be substituted for 1 year of education)
- Yes
- No
- * Do you have three or more years of clerical/administrative experience?
- Yes
- No
- * Indicate your level of expertise in MS Office (Word, Excel, PowerPoint, Outlook, etc.)
- Basic
- Intermediate
- Advanced
Required Documents
- Resume
- Cover Letter
- Addendum to the University of Utah - Veteran Only - Call 801.581.2169 after submission
- Appropriate discharge document (such as a DD-214 – Member Copy 4) – Veteran Only – Call 801.581.2169
