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 divisions of Pediatric Infectious Diseases and Safe & Healthy Families and the Clinical Enterprise as well as other subspecialty divisions as department needs dictate. 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. A skills assessment will be administered to measure written communication, attention to detail, critical thinking, and computer skills. Positions are designed to provide growth and professional development opportunities, including promotions within a defined career ladder. 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 division: 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 to the division chiefs and outreach director: 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 chief’s needs and help with those needs wherever possible. Facilitate recruitment of new faculty and/or fellow candidate members: make travel and lodging arrangements; coordinate interview schedule; arrange for transportation to interviews; plan for meals as needed. Assist in the onboarding and orientation of new faculty. In conjunction with the Pediatrics Education Enterprise, assist with division’s fellowship program: facilitate interview process for fellowship candidates, including arranging travel and lodging, creating interview schedules, and escorting candidates to interviews; assist in the onboarding of new fellows; manage the logistics of didactic conferences and CME requirements. 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 academic work and educational requirements: national presentations, research manuscripts, CME reporting, etc. Act as CME coordinator for division conferences. Set up speakers, create weekly flyer, collect CME documentation, and submit to CME office. Keep documentation for audit. 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.

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.
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.
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 division: 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 to the division chiefs and outreach director: 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 chief’s needs and help with those needs wherever possible.
Facilitate recruitment of new faculty and/or fellow candidate members: make travel and lodging arrangements; coordinate interview schedule; arrange for transportation to interviews; plan for meals as needed.
Assist in the onboarding and orientation of new faculty.
In conjunction with the Pediatrics Education Enterprise, assist with division’s fellowship program: facilitate interview process for fellowship candidates, including arranging travel and lodging, creating interview schedules, and escorting candidates to interviews; assist in the onboarding of new fellows; manage the logistics of didactic conferences and CME requirements.
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 academic work and educational requirements: national presentations, research manuscripts, CME reporting, etc.
Act as CME coordinator for division conferences.
Set up speakers, create weekly flyer, collect CME documentation, and submit to CME office.
Keep documentation for audit.
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
wellness program
competitive salary commensurate with experience