PS Administrative Assistant

The University of Utah • Salt Lake, UT

16d • Onsite

About The Position

Position Summary: The Department of Pediatrics has an immediate opening for an experienced, highly motivated Administrative Assistant to support its Clinical Enterprise as well as other subspecialty divisions as department needs dictate. The position does not entail direct patient interaction and is primarily located at the 250 Tower in downtown Salt Lake City The University of Utah offers a wellness program, great benefits package, and competitive salary commensurate with experience. 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 10 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: Provide fundamental administrative support to division: manage office communication functions (faxing, phone calls, scanning, mail, etc.), order office supplies, arrange conference travel, act as a point person for internal and external colleagues. 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. Responsible for supporting leadership within Clinical Enterprise: manage calendars, set up meetings including equipment needs, reserve conference rooms, prepare agendas, take and distribute minutes, order catering and supplies as needed. Provide facilities and space management support: serve as liaison between building management and department, contact vendors for repairs, maintain occupants list and update applicable signage, maintain up-to-date records in the University space management system, communicate any office space allocation changes to manager. Facilitate hiring, onboarding, and offboarding of staff: arrange candidate interviews, facilitate building and suite access, facilitate appropriate computer access, arrange for new phone lines as necessary, issue headsets and track user assignments, ensure non-University employees are set up with required access. Process payment requests, travel reimbursements, campus orders, 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 management team: presentations, announcements, 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. 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. 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.

Requirements

• 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.

Nice To Haves

• Knowledge of basic bookkeeping practices and direct supervisory experience preferred.

Responsibilities

• Provide fundamental administrative support to division: manage office communication functions (faxing, phone calls, scanning, mail, etc.), order office supplies, arrange conference travel, act as a point person for internal and external colleagues.
• 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.
• Responsible for supporting leadership within Clinical Enterprise: manage calendars, set up meetings including equipment needs, reserve conference rooms, prepare agendas, take and distribute minutes, order catering and supplies as needed.
• Provide facilities and space management support: serve as liaison between building management and department, contact vendors for repairs, maintain occupants list and update applicable signage, maintain up-to-date records in the University space management system, communicate any office space allocation changes to manager.
• Facilitate hiring, onboarding, and offboarding of staff: arrange candidate interviews, facilitate building and suite access, facilitate appropriate computer access, arrange for new phone lines as necessary, issue headsets and track user assignments, ensure non-University employees are set up with required access.
• Process payment requests, travel reimbursements, campus orders, 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 management team: presentations, announcements, 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.

Benefits

• Excellent health care coverage at affordable rates
• 14.2% retirement contributions that vest immediately
• Generous paid leave time
• 10 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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees