Administrative Assistants

Job Summary

Job Summary:
The Division of
Administration has an immediate opening for an Administrative Assistant in the Department of Pediatrics at the University of Utah Spencer F
Eccles School of Medicine. This position will serve as front desk support while also functioning as an administrative floater, providing
short- and long-term coverage for other administrative staff during planned and unplanned absences across the department. This position will
perform a variety of administrative support duties for an individual, group, or department to ensure office operations run smoothly and
efficiently. Create and maintain files, compile reports, and manage, store, and disseminate information, ensuring security and compliance of
information. Assist in planning department activities, manage meeting calendars, and make travel arrangements. Track expenses, monitor and
order supplies, and schedule maintenance repairs. Remain knowledgeable of department policies. May make contacts of a sensitive, complex,
and confidential nature. May work for one or several department professionals, division heads, officers, or managers.
This
position is posted at multiple job levels. Each level has distinct qualifications and responsibilities, which will be evaluated during the
selection process. Final placement, including the associated pay rate, will be determined based on business needs and budget
considerations.

Department Summary:
The Department of Pediatrics is the second largest department
in the University of Utah School of Medicine and one of the largest pediatric departments in the country. We are committed to improving the
lives of children through excellence in advocacy, education, research, and clinical care. For more information about the Department of
Pediatrics, please visit: http://medicine.utah.edu/pedia
trics/. Mutual respect and appreciation are highly valued in the department.

The University of Utah offers a
comprehensive benefits package including:

• Excellent health care
  coverage at affordable rates (see the Summary
  Comparison for more information)
• 14
  .2% retirement contributions
• Generous paid leave
  time
• 11 paid
  Holidays per year
• 50% tuition
  reduction for employees, spouses, and dependent children
• Flex
  spending accounts
• University provided basic employee life
  insurance coverage equal to a salary of up to $25,000
• Variety of elective insurance
  coverage, including life insurance, short and long-term disability, accidental death & dismemberment, accident, critical
  illness, hospital indemnity, and pet.
• 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 https://benefits.utah.edu/.

Employee Health Requirements:
This position is patient-sensitive and must fulfill all associated vaccination
requirements, or be approved for an exemption, prior to the first day of work. 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.

Responsibilities
Essential Functions:Customer Service and Professionalism

• Serves as
  a welcoming and respectful first point of contact for patients and staff.
• Resolves or directs inquiries from visitors, staff, and
  faculty.
• Maintains confidentiality and tact.

Financial & Purchasing Responsibilities

• Process payment requests,
  travel reimbursements, campus orders, purchase orders, and other transactions in compliance with University and Department policies.
• Track financial expenses, reconcile supporting documents for accuracy, and ensure timely entry into the Pediatrics financial
  database.
• Assist with ongoing financial tracking, reporting, and basic budget support for department operations.

Data &
Reporting Responsibilities

• Collect, compile, and maintain monthly operational and clinical tracking data from various systems.
• Prepare summaries and provide accurate data for department operations, quality improvement initiatives, and leadership
  decision-making.

Policy, Compliance & Departmental Alignment

• Stay current with University, Department, and Division
  policies and procedures; assist with their implementation and ensure consistent adherence.
• Support compliance needs related to CME,
  credentialing, academic activity reporting, and clinical documentation requirements.

General Administrative & Team Support

• Provide back-up support to administrative counterparts within the Department of Pediatrics to ensure workflow continuity across
  divisions as needed.
• Participate in shared administrative projects across the Department, supporting initiatives based on shifting
  operational needs.
• Perform other duties as assigned.

Professional Competencies

• Demonstrate
  proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and the ability to quickly learn new software applications.
• Exhibit excellent oral and written communication skills, strong proofreading and editing capabilities, and professional etiquette.
• Maintain exceptional organization, prioritization skills, accuracy, and attention to detail while managing multiple tasks and
  deadlines.
• Work effectively with minimal supervision, take directions from multiple supervisors, maintain flexibility, and
  contribute positively to team culture and division operations.
• Demonstrated human relation and effective communication skills.

The following job levels and associated pay rates will be considered based on job placement. Final placement, including the
corresponding pay rate, will be determined by the department in alignment with business needs and budget considerations.
Administrative Assistants, III
Completes assignments with little supervision. May assist less-experienced team
members.Requires 3+ years of related experience.This is a Skilled Level position in the Support track.Job Code: SZ2733Grade: S16Expected Pay
Range: $20.03 to $25.21 Administrative Assistants, IV
Highest-level support. Performs advanced tasks under minimal
supervision. May mentor less-experienced team members.Requires 5+ years of related experience.This is a Highly Skilled Level position in the
Support track.Job Code: SZ2734Grade: S18Expected Pay Range: $23.15 to $29.13
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.

Minimum Qualifications
EQUIVALENCY STATEMENT: 1 year of higher education can be substituted for 1
year of directly related work experience (Example: bachelor’s degree = 4 years of directly related work experience).
Department
may hire employee at one of the following job levels:
Administrative Assistants, III: Requires 3+ years of
related experience.
Administrative Assistants, IV: Requires 5+ years of related
experience.

Preferences
Preferences:

• Associate’s degree in business or equivalency.
• Three years full-time administrative experience.

Applicants will be screened according to
preferences.

Special Instructions

Requisition Number: PRN45267B
Full Time or Part Time? Full
Time
Work Schedule Summary: Full-time with benefits, 40 hrs/wk. Mon-Fri, 8:00 a.m. – 5:00 p.m. with a 30-minute break for lunch.
Hours may vary based on operational needs.Opportunities for a hybrid telework schedule may be considered after the initial training period,
provided the arrangement is supported by operational needs and individual performance. Telework arrangements are not guaranteed and may be
modified or discontinued at any time based on business requirements or performance. Employees approved for hybrid telework must provide
their own private workspace, secure internet connection, and demonstrate the ability to work independently.
Department: 00848 –
Pediatric Administration
Location: Campus
Pay Rate Range: Depends on Experience
Close Date:
9/4/2026
Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/203151

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