Administrative Assistants

University of Utah•Salt Lake City, UT

35d•Onsite

About The Position

Job Summary: The Department of Pediatrics has an immediate opening for an experienced, highly motivated Administrative Assistant to perform a variety of administrative support duties for the Division of General Pediatrics to ensure office operations run smoothly and efficiently. Create and maintain files, compile reports, and manage, store, and disseminate information, ensuring security and compliance of information. Assist in planning department activities, manage meeting calendars, and make travel arrangements. Track expenses, monitor and order supplies, and schedule maintenance repairs. Remain knowledgeable of department policies. May make contacts of a sensitive, complex, and confidential nature. May work for one or several department professionals, division heads, officers, or managers. This position requires interfacing with various groups of people in a pleasant, helpful, and professional manner. The department may choose to hire at any of the below job levels and associated pay rates based on their business need and budget. 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 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/.

Requirements

EQUIVALENCY STATEMENT: 1 year of higher education can be substituted for 1 year of directly related work experience (Example: bachelor's degree = 4 years of directly related work experience).
Department may hire employee at one of the following job levels:
Administrative Assistants, I: Requires little to no related experience.
Administrative Assistants, II: Requires at least 1 year of related experience.
Administrative Assistants, III: Requires 3+ years of related experience.
Administrative Assistants, IV: Requires 5+ years of related experience.

Nice To Haves

Proficient in the latest versions of the Microsoft Office suite, with the ability to learn new software programs quickly, such as Adobe Creative Suite, Concur, QGenda, 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 directions from multiple supervisors.
Flexibility and willingness to help where needed.

Responsibilities

Provide administrative support to the division including:
Purchasing and accounts payable
Onboard new faculty members
Schedule and facilitate meetings, prepare agendas, and distribute minutes
Provide fundamental administrative support to the General Pediatrics Division with a specific focus on one of our six clinics and its faculty members.
Coordinate multiple faculty members' clinical schedules, facilitate meetings, proactively anticipate faculty members' needs, and help with those needs whenever possible.
Perform other related duties as assigned and participate in various administrative projects according to fluctuating division and department needs.

Benefits

Excellent health care coverage at affordable rates (see the Summary Comparison for more information)
14.2% retirement contributions
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