PS Administrative Assistant

The University of Utah • Salt Lake, UT

16d • Onsite

About The Position

Responsible for solving office problems such as payroll or accounts payable issues, solving staff and faculty problems or directing them to someone who can and supervisory and personnel issues. Plans and expedites the flow of work while ensuring the smooth operation of the office under the pressure of frequent interruptions and changes in priorities. This job description 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. Team Culture Supports an inclusive, transparent and supportive work environment Reliable, displays a positive attitude, does not engage in gossip, supports the team and is flexible Communicates problems, issues and frustrations to supervisor and/or OB/ WCSL Leadership University of Utah Health Benefits Package University of Utah Health is proud to offer a generous benefits package! Our healthcare plans include medical and dental coverage, prescriptions, basic vision coverage, and behavior health benefits. Employees are eligible for a discount of up to $40 per month on their premiums for participating in our Well-U Wellness Program. Our retirement plan includes automatic enrollment into our University-funded 401(a) plan with a contribution rate of 14.2% ! Additional benefits include half-off tuition for employees, their spouses, and their dependent children, University-provided Part I life insurance, and discounts through many retail vendors who have teamed up with the University. Visit our Benefits website for more information at www.hr.utah.edu/benefits . 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 (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.
• 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.

Nice To Haves

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

Responsibilities

• ePayment Requests (ePR) for study participants, staff, and faculty Submit within one week of receiving from coordinator
• Creates monthly OGRN newsletter and sends out by first Friday of every month
• PubMed publication tracking; update every 2-4 weeks
• Prepares agendas for OGRN Admin meetings Send email two days before meeting asking for agenda items Send completed agenda on day of meeting by 9:00am
• Gift card purchasing, tracking, and audits
• Supply ordering (including gift cards) Processed within 1-2 days of receiving from team member Email confirmation once the item is ordered Check confirmations every week for orders that are behind schedule or have not been delivered. Update the team members as needed regarding the status of their order
• P-Card reallocation; ensure everything is updated by the 1st of the month for the previous month
• Travel booking and documentation for staff and faculty; to be booked within 1 week of receiving necessary information
• Conference registration for staff and faculty; to be booked within 1 week of receiving necessary information
• Maintains Research website
• Manages Kronos requests
• Sends r eminders about pay period closing the day before Reminder emails to staff the morning after pay period close to those who haven’t approved their time cards
• Employee mileage reimbursements; EPR to be created/submitted within 1 week
• Review and track employee trainings and certifications Check and update every 2 weeks Notify employees of upcoming trainings that are due
• Screening reports
• Completes deposits at Park Building during work hours in a timely and responsive manner
• Office and lab supply ordering for OGRN ; to be submitted within 1 week (or sooner)
• Sort and distribute incoming packages and mail in a timely and responsive manner
• Manage social media accounts Handles payment twice monthly Checks on active advertisements daily Sets up new ads within a week of receipt of all pertinent information Handles subscription payments as they come in
• Provides effective and timely support to faculty members including calendar management, scheduling meetings, update CV’s, general support/requests
• Checks RightFax for medical records or other incoming faxes daily
• Ordering and tracking department keys
• Catering for meetings
• Surplus
• Archiving
• Phone lines, computers, technical support
• Pagers
• SmartWeb distribution lists

Benefits

• University of Utah Health is proud to offer a generous benefits package!
• Our healthcare plans include medical and dental coverage, prescriptions, basic vision coverage, and behavior health benefits.
• Employees are eligible for a discount of up to $40 per month on their premiums for participating in our Well-U Wellness Program.
• Our retirement plan includes automatic enrollment into our University-funded 401(a) plan with a contribution rate of 14.2% !
• Additional benefits include half-off tuition for employees, their spouses, and their dependent children, University-provided Part I life insurance, and discounts through many retail vendors who have teamed up with the University.
• Visit our Benefits website for more information at www.hr.utah.edu/benefits .

What This Job Offers

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