PS Administrative Assistant

The University of Utah • Salt Lake, UT

16d

About The Position

Position Summary: The Department of Pediatrics has an immediate opening for an experienced, highly motivated Administrative Assistant to facilitate the activities of the Division of Pediatric Complex Care, Naloxone Program, and our ambulatory clinical operations located in the Primary Children’s Eccles Building and participate in the fulfillment of department strategic goals. The position does not entail direct patient interaction. 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: Oversee day-to-day administrative support activities for ambulatory clinical operations; assess and prioritize administrative needs to ensure the appropriate and efficient allocation of resources; analyze and evaluate the business and workflow processes; identify, develop and implement operational improvements and efficiencies. Provide fundamental administrative oversight and support to one or more subspecialty divisions: manage office communication functions, maintain inventory of office supplies, arrange conference travel, renew medical licenses and association memberships for faculty, maintain faculty CVs in the university’s unique system, and act as a point person for internal and external colleagues. Provide complex support in managing schedules: create, facilitate, and maintain learner rotations for residents, fellows, and medical students; track faculty leave to ensure continual clinic and call coverage; schedule meetings for several ambulatory services leaders. Manage various administrative tasks essential to efficient clinic operations; oversee specialized medication purchasing, inventory, patient reimbursements, and vendor management to ensure contracted pricing and identify product alternatives when applicable; ensure consult and clinic data for billing is accurate and forwarded promptly; investigate missing patient visit documentation and ensure prompt completion of clinic notes; act as liaison between the division and Clinical Enterprise partners. Participate in the creation and compilation of materials for academic work and educational requirements: national presentations, research manuscripts, CME reporting, grant submissions, etc.; maintain an organized and efficient system for shared division documents. Participate in faculty and staff recruitment and retention: facilitate recruitment visits of potential faculty members; manage the onboarding and orientation of new faculty and staff members; maintain division staff personnel files; monitor staff time and attendance. Draft and prepare a wide variety of correspondence, presentations, and other documents that require advanced analytical, writing, and computer skills. Must be in the habit of proofreading emails and documents for spelling, grammar, content, and clarity before disseminating. Monitor resources; maintain accurate record of purchasing activities; compile report of supply spending for chargebacks to department divisions; assist in the effective analysis of division finances by assigning appropriate account codes for accounts payable and receivable. Stay apprised of changes in university and department policies, federal regulations, and contractual requirements; coordinate implementation procedures for new policies and protocols. Participate in diverse projects according to division and department needs. Problem Solving This position is responsible for solving office problems such as payroll or accounts payable issues, solving staff, faculty and student problems or directing them to someone whom 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. Comments Administrative Assistants in hospital and clinic departments must report to a Service Director or the equivalent. In addition to the essential functions listed for this position, incumbents in this position may be assigned to complete the duties and demonstrate the competencies needed for the Executive Secretary position. 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. The staff member must be able to demonstrate the knowledge and skills necessary to provide care appropriate to the age of the patients served on his or her assigned unit. The individual must demonstrate knowledge of the principles of life span growth and development and the ability to assess data regarding the patient’s status and provide care as described in the department’s policies and procedures manual. 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

• Oversee day-to-day administrative support activities for ambulatory clinical operations; assess and prioritize administrative needs to ensure the appropriate and efficient allocation of resources; analyze and evaluate the business and workflow processes; identify, develop and implement operational improvements and efficiencies.
• Provide fundamental administrative oversight and support to one or more subspecialty divisions: manage office communication functions, maintain inventory of office supplies, arrange conference travel, renew medical licenses and association memberships for faculty, maintain faculty CVs in the university’s unique system, and act as a point person for internal and external colleagues.
• Provide complex support in managing schedules: create, facilitate, and maintain learner rotations for residents, fellows, and medical students; track faculty leave to ensure continual clinic and call coverage; schedule meetings for several ambulatory services leaders.
• Manage various administrative tasks essential to efficient clinic operations; oversee specialized medication purchasing, inventory, patient reimbursements, and vendor management to ensure contracted pricing and identify product alternatives when applicable; ensure consult and clinic data for billing is accurate and forwarded promptly; investigate missing patient visit documentation and ensure prompt completion of clinic notes; act as liaison between the division and Clinical Enterprise partners.
• Participate in the creation and compilation of materials for academic work and educational requirements: national presentations, research manuscripts, CME reporting, grant submissions, etc.; maintain an organized and efficient system for shared division documents.
• Participate in faculty and staff recruitment and retention: facilitate recruitment visits of potential faculty members; manage the onboarding and orientation of new faculty and staff members; maintain division staff personnel files; monitor staff time and attendance.
• Draft and prepare a wide variety of correspondence, presentations, and other documents that require advanced analytical, writing, and computer skills. Must be in the habit of proofreading emails and documents for spelling, grammar, content, and clarity before disseminating.
• Monitor resources; maintain accurate record of purchasing activities; compile report of supply spending for chargebacks to department divisions; assist in the effective analysis of division finances by assigning appropriate account codes for accounts payable and receivable.
• Stay apprised of changes in university and department policies, federal regulations, and contractual requirements; coordinate implementation procedures for new policies and protocols.
• 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
• 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