Administrative Assistant
University of Utah
Salt Lake City, UT
Full-time
Administration / Clerical
Posted on April 11, 2024
Announcement
Details
Open Date
01/10/2024
Requisition Number
PRN37386B
Job Title
Administrative Assistant
Working Title
Pediatrics Personnel Representative
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
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 at the University of Utah School of Medicine is seeking a personnel representative with advanced administrative and computer skills to join the department's centralized faculty and staff administration team. The personnel representative provides complex administrative support in the areas of human resources, faculty and staff administration, compliance, and record maintenance for the Department of Pediatrics consisting of 27 divisions and enterprises, and more than 1,100 employees. Functions as a key member of the department's centralized faculty and staff administration team.
Opportunities for a hybrid telework schedule may be available if supported by operational needs.
The Department of Pediatrics is the second largest department in the University of Utah School of Medicine and one of the largest pediatric departments in the country. We are committed to improving the lives of children through excellence in advocacy, education, research, and clinical care. For more information about the Department of Pediatrics, please visit: http://medicine.utah.edu/pediatrics/. Mutual respect and appreciation are highly valued in the department.
The University of Utah offers a comprehensive benefits package including:
Responsibilities
Essential Functions
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.
Comments
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
Benefited Staff
Special Instructions Summary
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
01/10/2024
Requisition Number
PRN37386B
Job Title
Administrative Assistant
Working Title
Pediatrics Personnel Representative
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
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 at the University of Utah School of Medicine is seeking a personnel representative with advanced administrative and computer skills to join the department's centralized faculty and staff administration team. The personnel representative provides complex administrative support in the areas of human resources, faculty and staff administration, compliance, and record maintenance for the Department of Pediatrics consisting of 27 divisions and enterprises, and more than 1,100 employees. Functions as a key member of the department's centralized faculty and staff administration team.
Opportunities for a hybrid telework schedule may be available if supported by operational needs.
The Department of Pediatrics is the second largest department in the University of Utah School of Medicine and one of the largest pediatric departments in the country. We are committed to improving the lives of children through excellence in advocacy, education, research, and clinical care. For more information about the Department of Pediatrics, please visit: http://medicine.utah.edu/pediatrics/. Mutual respect and appreciation are highly valued in the department.
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
- Facilitates and implements all phases of the staff job posting process. Collaborates with hiring managers to identify appropriate job classification and assists with drafting detailed and accurate job description. Verifies positions are approved and posting documents are received and complete. Submits job postings and advertisement requests. Maintains job postings and target openings, and updates applicant workflow. Trains hiring managers on the university's job posting and applicant tracking system.
- Assists hiring manager throughout the recruitment and hiring process. Ensures selected candidate meet position qualifications; identifies and recommends appropriate salary range; assists with offer letter; provides relevant benefits information; and advises on pre-employment requirements, start date, and other pertinent details.
- Manages all aspects of the job reclassification process. Analyzes and evaluates requests for position reclassification to determine if reclass is supported by university and department guidelines. Ensures sufficient justification and appropriate documentation has been received. Submits reclassification documents to the University Human Resource Management group for approval. Identifies and recommends appropriate salary range and effective date. Ensures that salary range is supported by budget and internal pay equity.
- Oversees and assists with employment resignation process. Ensures resignation notice and acceptance is received, provides offboarding information, and conducts exit interviews.
- Processes and tracks electronic personnel action forms for job reclassification and resignation actions.
- Updates and maintains electronic files and tracking logs.
- Assists with conducting monthly new-hire orientation. Disseminates new-hire orientation packets. Prepares and sends notification reminders to staff and managers. Tracks attendance.
- Provides administrative support for all team members as needed, which includes but is not limited to faculty and staff administration, human resources, provider credentialing and malpractice, and academic affairs.
- Performs other related duties and ad hoc projects as assigned.
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.
Comments
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
- Computer skills and proficiency in Microsoft Word, Excel, and Outlook. Ability to learn new computer applications and programs with minimal training.
- Advanced communication skills, both oral and written.
- Previous experience managing and tracking complex processes and projects in a large organization.
- Exceptional interpersonal skills.
- Excellent organizational and time management skills with strong attention to detail. Ability to effectively manage multiple projects and competing deadlines.
Benefited Staff
Special Instructions Summary
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
- Cover Letter
- Resume
- 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
Your Privacy Choices