PS Administrative Assistant
University of Utah
Salt Lake City, UT
Full-time
Administration / Clerical
Posted on April 15, 2024
Announcement
Details
Open Date
11/09/2023
Requisition Number
PRN36894B
Job Title
PS Administrative Assistant
Working Title
Administrative Assistant
Job Grade
D
FLSA Code
Nonexempt
Patient Sensitive Job Code?
Yes
Standard Hours per Week
40
Full Time or Part Time?
Full Time
Shift
Day
Work Schedule Summary
Monday – Friday, 8am – 5pm with some schedule flexibility based on division needs. Attendance in person is required. After the initial probationary period, opportunities for a hybrid telework schedule may be available if supported by operational needs.
VP Area
U of U Health - Academics
Department
00850 - Pediatric Critical Care
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 Division of Pediatric Critical Care Medicine at the University of Utah School of Medicine has an immediate opening for an Administrative Assistant. The position provides complex administrative support for division management, clinical faculty and the research team. This position also gathers and organizes data through medical record review and related non-lab research methods for use in studies, publications and other research related uses.
The University of Utah offers a comprehensive benefits package including:
Responsibilities
Essential Functions
1. Provides administrative support to upper-level division management, physician faculty, PICU and CICU medical directors and pediatric critical care fellows.
2. Supports the Pediatric Critical Care CICU meetings committees (Morbidity and Mortality, CICU attending meeting, etc.). Includes preparing agendas, reserving rooms, sending appointments, coordinating catering, recording and distributing minutes. Sets up and trouble shoots phone, video, and web conferencing effectively.
3. Provides administrative support to CICU faculty through assisting with scheduling and maintaining calendars.
4. Coordinates basic maintenance for all University office equipment. Contacts the appropriate service provider (i.e. housekeeping, computer support or office equipment vendor) to resolve any issues that arise.
5. Organizes and facilitates new provider on-boarding for hospital involved tasks (call room access, security badge, computer and pager access.)
6. Acts as administrative liaison between the division and the hospital. Attends monthly division meetings at the Williams Building, monthly meetings with division research team, and weekly meetings with the division manager.
7. Assists Academic Program Coordinator to schedule and arrange pediatric critical care faculty/fellow interview schedules and be the point of contact for their interview day while at the hospital.
8. Provides administrative support for CME accredited PCCS conferences and works with the hospital medical education office to keep up with compliance.
9. Maintains budget records for individual division purchasing card and enters this information into the University financial management system as charges are incurred.
10. Assists in managing and maintaining electronic databases such as REDCap, which are used to compile division research and quality information.
11. Tracks compliance data for PICU and CICU quality projects.
12. Assists in research studies that are taking place within the unit. Organizes and distributes notifications of ongoing research and quality improvement projects as directed by the physicians. Assists research team with purchasing supplies for their projects.
13. Works with research personnel in the design and preparation of research projects and in recording data.
14. May edit research papers, project reports, and proposals prior to publication or presentation.
Problem Solving
This position is responsible for solving office problems such as accounts payable issues, solving staff, faculty and trainee problems or directing them to someone who can, and solving supervisory and personnel issues. Plans and expedites the flow of work while ensuring the smooth operation of the office under the pressure of frequent interruptions and changes in priorities.
Comments
In addition to the essential functions listed for this position, incumbents in this position may be assigned to complete the duties and demonstrate the competencies needed for the Executive Secretary position.
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.
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.
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
Preferences
Type
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
11/09/2023
Requisition Number
PRN36894B
Job Title
PS Administrative Assistant
Working Title
Administrative Assistant
Job Grade
D
FLSA Code
Nonexempt
Patient Sensitive Job Code?
Yes
Standard Hours per Week
40
Full Time or Part Time?
Full Time
Shift
Day
Work Schedule Summary
Monday – Friday, 8am – 5pm with some schedule flexibility based on division needs. Attendance in person is required. After the initial probationary period, opportunities for a hybrid telework schedule may be available if supported by operational needs.
VP Area
U of U Health - Academics
Department
00850 - Pediatric Critical Care
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 Division of Pediatric Critical Care Medicine at the University of Utah School of Medicine has an immediate opening for an Administrative Assistant. The position provides complex administrative support for division management, clinical faculty and the research team. This position also gathers and organizes data through medical record review and related non-lab research methods for use in studies, publications and other research related uses.
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
1. Provides administrative support to upper-level division management, physician faculty, PICU and CICU medical directors and pediatric critical care fellows.
2. Supports the Pediatric Critical Care CICU meetings committees (Morbidity and Mortality, CICU attending meeting, etc.). Includes preparing agendas, reserving rooms, sending appointments, coordinating catering, recording and distributing minutes. Sets up and trouble shoots phone, video, and web conferencing effectively.
3. Provides administrative support to CICU faculty through assisting with scheduling and maintaining calendars.
4. Coordinates basic maintenance for all University office equipment. Contacts the appropriate service provider (i.e. housekeeping, computer support or office equipment vendor) to resolve any issues that arise.
5. Organizes and facilitates new provider on-boarding for hospital involved tasks (call room access, security badge, computer and pager access.)
6. Acts as administrative liaison between the division and the hospital. Attends monthly division meetings at the Williams Building, monthly meetings with division research team, and weekly meetings with the division manager.
7. Assists Academic Program Coordinator to schedule and arrange pediatric critical care faculty/fellow interview schedules and be the point of contact for their interview day while at the hospital.
8. Provides administrative support for CME accredited PCCS conferences and works with the hospital medical education office to keep up with compliance.
9. Maintains budget records for individual division purchasing card and enters this information into the University financial management system as charges are incurred.
10. Assists in managing and maintaining electronic databases such as REDCap, which are used to compile division research and quality information.
11. Tracks compliance data for PICU and CICU quality projects.
12. Assists in research studies that are taking place within the unit. Organizes and distributes notifications of ongoing research and quality improvement projects as directed by the physicians. Assists research team with purchasing supplies for their projects.
13. Works with research personnel in the design and preparation of research projects and in recording data.
14. May edit research papers, project reports, and proposals prior to publication or presentation.
Problem Solving
This position is responsible for solving office problems such as accounts payable issues, solving staff, faculty and trainee problems or directing them to someone who can, and solving supervisory and personnel issues. Plans and expedites the flow of work while ensuring the smooth operation of the office under the pressure of frequent interruptions and changes in priorities.
Comments
In addition to the essential functions listed for this position, incumbents in this position may be assigned to complete the duties and demonstrate the competencies needed for the Executive Secretary position.
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.
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.
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
Preferences
- Familiarity with clinical research processes and basic statistics is preferred.
- IRB CITI Course in the Protection of Human Research subjects certificate obtained within six months of hire.
- Proficient in Microsoft suite of products, Zoom and other programs within both the University of Utah and Intermountain Health systems.
- Strong coordination and organizational skills to prioritize conflicting deadlines. Self-directed with superior organizational skills
- Demonstrated ability to work independently
- Ability to diplomatically handle problems of a sensitive and/or confidential nature
Type
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
- 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
Your Privacy Choices