Administrative Assistants

University of Utah•Salt Lake City, UT

37d•Hybrid

About The Position

This position is patient-sensitive and must fulfill all associated vaccination requirements, or be approved for an exemption, prior to the first day of work. 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. The Department of Pediatrics has an immediate opening for an experienced, highly motivated Administrative Assistant to support its division of Pediatric Nephrology as well as other subspecialty divisions as department needs dictate. The Administrative Assistant will perform a variety of administrative support duties for an individual, group, or department 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 making travel arrangements. Track expenses, monitor and order supplies, and scheduled 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. 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

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

Associate degree in business or equivalency.
Three years full-time administrative experience and demonstrated human relation and effective communication skills.
Knowledge of basic expense management practices.

Responsibilities

Division Administrative Support
Provide fundamental administrative support to the Pediatric Nephrology Division by coordinating communications, managing office tasks, and serving as a primary point of contact for internal and external colleagues.
Manage office communication functions such as faxing, scanning, mail distribution, and maintaining shared communication tools and lists.
Order and maintain inventory of office supplies for the division and collaborate with colleagues to troubleshoot issues with shared office equipment (printers, copiers, fax) as needed.
Arrange conference travel for faculty and staff and ensure all related documentation is prepared accurately.
Assist faculty with renewing medical licenses, DEA registrations, certifications, and association memberships.
Maintain faculty CVs in the university's internal CV system (Faculty Profile / Activity Insight).
Support the creation, editing, and formatting of academic documents including manuscripts, national presentations, research posters, CME reports, and educational materials.
Leadership Support & Complex Scheduling
Provide high-level administrative support to division leadership, including the Division Chief, Associate Chiefs, and Medical Directors.
Manage complex calendars, schedule meetings with multiple stakeholders, and anticipate future needs to ensure smooth leadership operations.
Prepare agendas, take and distribute minutes, and track action items for leadership and division meetings.
Compile medical director logs, support missing notes tracking, and assist with quality and compliance-related administrative functions.
Faculty & Fellow Recruitment
Coordinate all aspects of recruitment workflows for faculty and fellowship candidates.
Make travel and lodging arrangements, build detailed itineraries, coordinate interviews, plan meals or catering, and serve as the primary liaison with candidates throughout the process.
Escort candidates during on-site visits and represent the Division and Department in a professional and welcoming manner.
Fellowship Program Support (in partnership with the Pediatrics Education Enterprise)
Coordinate the Nephrology fellowship interview process, including travel arrangements, interview schedules, candidate communication, and day-of escorting.
Support onboarding of new fellows by preparing required documentation, managing system access needs, and coordinating orientation activities.
Manage logistics for didactic conferences, including scheduling speakers, distributing reminders, reserving rooms, and monitoring attendance.
Serve as CME Coordinator for fellowship conferences by creating weekly flyers, collecting documentation, submitting materials to the CME office, and maintaining audit-ready CME files.
Financial & Purchasing Responsibilities
Process payment requests, travel reimbursements, campus orders, purchase orders, and other transactions in compliance with University and Department policies.
Track financial expenses, reconcile supporting documents for accuracy, and ensure timely entry into the Pediatrics financial database.
Assist with ongoing financial tracking, reporting, and basic budget support for division operations.
Data & Reporting Responsibilities
Collect, compile, and maintain monthly operational and clinical tracking data from various systems.
Prepare summaries and provide accurate data for division operations, quality improvement initiatives, and leadership decision-making.
Policy, Compliance & Departmental Alignment
Stay current with University, Department, and Division policies and procedures; assist with their implementation and ensure consistent adherence.
Support compliance needs related to CME, credentialing, academic activity reporting, and clinical documentation requirements.
General Administrative & Team Support
Provide back-up support to administrative counterparts within the Department of Pediatrics to ensure workflow continuity across divisions as needed.
Participate in shared administrative projects across the Department, supporting initiatives based on shifting operational needs.
Perform other duties as assigned.

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