PS Administrative Assistant

The University of Utah•Salt Lake, UT

17d•Onsite

About The Position

Position Summary: The Department of Pediatrics has an immediate opening for an experienced, highly motivated Administrative Assistant to support Pediatrics Administration and the Clinical Enterprise as well as other subspecialty divisions as department needs dictate. 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 within the Department of Pediatrics. 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 www.hr.utah.edu/benefits Responsibilities Essential Functions: Responsible for efficient management of the routine tasks of the front office. Greet guests and direct them to the appropriate location. Field incoming calls. Receive and distribute mail and packages. Order and maintain inventory of supplies for the floor. Ensure maintenance of copy machines and printers. Position will work with front desk operations coordinator to troubleshoot and resolve issues, implement efficient processes, and attend to other ongoing front office needs. Provide fundamental administrative support to Clinical Enterprise: manage office communication functions (faxing, phone calls, scanning, mail, etc.), order office supplies, arrange conference travel, assist in renewing medical licenses and association memberships for faculty; maintain faculty CVs in the university’s unique system, act as a point person for internal and external colleagues. Provide complex administrative support: manage calendar, coordinating a very busy and diverse schedule; facilitate meetings, including preparing agendas and taking and distributing minutes; and most importantly, be able to anticipate needs and help with those needs wherever possible. Process payment requests, travel reimbursements, and purchase orders as necessary. Track expenses and ensure all supporting financial documents are accurately completed and that information is entered into the Pediatrics financial database in a timely manner. Assist in the creation and/or compilation of materials for academic work and educational requirements: national presentations, research manuscripts, etc. Assist in collecting and compiling monthly tracking data from various sources to be used for operational reports and quality improvement purposes. Keep apprised of and assist in the implementation of university, department, and division policies and protocols. Perform other related duties as assigned and participate in diverse administrative projects according to fluctuating division and department needs. Demonstrate key professional competencies: proficient in latest versions of the Microsoft Office suite, with the capability to learn new software programs quickly; 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 direction from multiple supervisors; flexibility and willingness to help where needed. Participate in diverse projects according to division and department needs 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. 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.

Requirements

Associate degree in business or equivalency (2 years related work experience may be substituted for 1 year of education) 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.

Nice To Haves

Knowledge of basic bookkeeping practices and direct supervisory experience preferred.

Responsibilities

Responsible for efficient management of the routine tasks of the front office.
Greet guests and direct them to the appropriate location.
Field incoming calls.
Receive and distribute mail and packages.
Order and maintain inventory of supplies for the floor.
Ensure maintenance of copy machines and printers.
Position will work with front desk operations coordinator to troubleshoot and resolve issues, implement efficient processes, and attend to other ongoing front office needs.
Provide fundamental administrative support to Clinical Enterprise: manage office communication functions (faxing, phone calls, scanning, mail, etc.), order office supplies, arrange conference travel, assist in renewing medical licenses and association memberships for faculty; maintain faculty CVs in the university’s unique system, act as a point person for internal and external colleagues.
Provide complex administrative support: manage calendar, coordinating a very busy and diverse schedule; facilitate meetings, including preparing agendas and taking and distributing minutes; and most importantly, be able to anticipate needs and help with those needs wherever possible.
Process payment requests, travel reimbursements, and purchase orders as necessary.
Track expenses and ensure all supporting financial documents are accurately completed and that information is entered into the Pediatrics financial database in a timely manner.
Assist in the creation and/or compilation of materials for academic work and educational requirements: national presentations, research manuscripts, etc.
Assist in collecting and compiling monthly tracking data from various sources to be used for operational reports and quality improvement purposes.
Keep apprised of and assist in the implementation of university, department, and division policies and protocols.
Perform other related duties as assigned and participate in diverse administrative projects according to fluctuating division and department needs.
Demonstrate key professional competencies: proficient in latest versions of the Microsoft Office suite, with the capability to learn new software programs quickly; 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 direction from multiple supervisors; flexibility and willingness to help where needed.
Participate in diverse projects according to division and department needs

Benefits

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

Stand Out From the Crowd

Upload your resume and get instant feedback on how well it matches this job.

Upload and Match Resume