PS Administrative Assistant

The University of Utah•Salt Lake, UT

About The Position

This position provides administrative and logistical support within the Department of Pediatrics at the University of Utah School of Medicine. This position will provide support for the Department of Pediatrics clinical and teaching faculty physicians by providing scheduling, administrative, and coordinative support for those who hold Medical Directorship roles at associated hospital facilities as well as other subspecialty divisions as department needs dictate. This role will maintain compliance to a host of federal, university, department, and division rules and regulations and work in consideration of our mission: “Improving the lives of children through excellence in advocacy, education, research, and clinical care.”

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

Attend regularly scheduled meetings and take minutes.
Work with Medical Director/s to track action items for meetings and provide structure for follow-up plan or ensure completion of follow-up.
Collect and track weekly quality-related documentation, ensuring document safety and following task-based status.
Work with Medical Director/s to develop and implement efficient surveys.
Track results and create reports.
Collaborate with Medical Director/s to collect, track, validate and create reports concerning quality metrics.
Develop efficiencies to meet objectives.
Develop systems to reduce redundancies, streamine and facilitate collaboration, and identify opportunities for further development.
Schedule for or maintain CME credit for appropriate meetings by working with institutional professional education groups.
Work with Medical Director/s on special projects as needed.
Provides administrative and meeting/calendar management for Department of Pediatrics University of Utah administrative faculty leaders with Medical Directorship roles at associated clinical facilities by coordinating meetings, securing meeting locations or virtual links, and ensuring calendar accuracy and continuity.
Provides administrative support by assisting in coordination of office procedures and processes to facilitate an effective and efficient office environment while maintaining compliance to a host of federal, university, department, and division rules and regulations.
Provides administrative support for correspondence by writing, reviewing, proofreading, updating, printing, and tracking correspondence.
Relays messages; greets and directs visitors in the office.
Participates in coordination and maintenance of a clean and efficient office environment by helping organize the office suite, storage space, phones, and office equipment.
Provides administrative support for special projects as directed by Administrative Manager or Medical Director leaders.
Process payment requests, travel reimbursements, 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
Demonstrates innovation and willingness to develop the position’s functions as needed against a changing faculty administrative environment.
Is a professional, friendly, helpful colleague within the Department and shows commitment to representing the University of Utah’s excellence when coordinating with those outside our institution.
Demonstrates initiative, flexibility, enthusiasm, positive attitude, teamwork and commitment to the fourfold mission of the Department.
Attends and participates in regular staff meetings.
Professionally navigates a changing virtual environment and is accountable to commitments, colleagues, and timeliness of work product.
Provide back-up support as needed as member of centralized administrative team.
Demonstrates a working knowledge of PC and Macintosh computers, including common software programs and applications, such as iCentra (Cerner EHR ), Microsoft Office Suite products (Word, Excel, PowerPoint, Outlook), Adobe Acrobat, cloud-based calendar systems, and internally-used products such as QGenda, UMS , CIS , and Canvas.