Administrative Assistant

The University of Utah-posted about 18 hours ago

Entry Level

Hybrid • Salt Lake, UT

5,001-10,000 employees

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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 Additional benefits information is available at https://benefits.utah.edu/

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.

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.
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Knowledge of basic bookkeeping practices and direct supervisory experience preferred.

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

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