Administrative Assistant

DetailsOpen Date 08/03/2023Requisition Number PRN35922BJob Title PS Administrative AssistantWorking Title Administrative AssistantJob Grade DFLSA Code NonexemptPatient Sensitive Job Code? YesStandard Hours per Week 40Full Time or Part Time? Full TimeShift DayWork Schedule SummaryFull-time with benefits, 40 hrs/wk. Monday through Friday, 8:00 a.m. – 4:30 p.m. Flexibility in schedule is available depending on employee and division needs and will be determined with division manager.VP Area U of U Health - AcademicsDepartment 00944 - Pediatric EducationLocation CampusCity Salt Lake City, UTType of Recruitment External PostingPay Rate Range $18.41 to $24.85Close DateOpen Until Filled YesJob SummaryJob SummaryThe Department of Pediatrics has an immediate opening for an experienced, highly motivated Administrative Assistant to support several of its Pediatric Subspecialty Fellowship Programs. This position provides administrative support to the Program Director and Division Manager, in their mission to train pediatricians for successful careers in general pediatrics and pediatric subspecialties.This position is housed in the Pediatric Education Enterprise Office in the Eccles Primary Children’s Outpatient Services building.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.The University of Utah offers a comprehensive benefits package including:

Excellenthealth care coverage (https://benefits.utah.edu/annual-open-enrollment/) at affordable rates

14.2% retirement contributions (https://www.hr.utah.edu/benefits/retire401aPlan.php) that vest immediately

Generouspaid leave time (https://www.hr.utah.edu/benefits/paidLeave.php)

11 paid Holidays per year

50% tuition reduction (https://www.hr.utah.edu/benefits/tuition.php) for employee, spouse, and dependent children

Flex spending accounts (https://www.hr.utah.edu/benefits/fsa.php)

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/ResponsibilitiesEssential Functions: Program Support

Provides administrative support for program director and Enterprise manager. Advises house staff, students and others regarding program policies, goals, and related technical issues.

Oversees day-to-day administrative support activities for the Fellowship Programs; assess and prioritize administrative needs to ensure the appropriate and efficient allocation of resources for the residency ACGME / GME program operations; under the supervision of the Education Manager, analyze workflow processes in house staff education as well as identify, develop and implement program improvements and efficiencies.

Use project management skills to plan and coordinate programs and new initiatives; monitor program/initiative progress, effectiveness and success; keep apprised of and assist in the implementation of policies and protocols, including ACGME accreditation requirements.

Manages the fellowship management program, Med-Hub, for evaluations and work hour tracking. Participates in Clinical Competency Committee including preparing house staff evaluations and performance summaries.

Processes house staff and student applications including communication, setting up interviews, arranging faculty contacts, managing all incoming supporting documents, and interfacing with the National Residency Matching Program.

Oversees site visits, program inspections, and reviews by university and national accreditation agencies. Stays current on updates to ACGME requirements to maintain program accreditation; disseminates information and collaborates with combined residency program administrators to ensure continued accreditation of all education programs.

Plans weekly graduate medical education lectures. Oversees others who schedule meetings, seminars, and other program related functions.

Acts as a liaison between internal and external constituencies involved in program activities. Problems arising from these coordination efforts will be addressed by the incumbent who will refer to the manager for issues outside of program policy and procedure guidelines.

Participates in diverse administrative projects according to department needs.

Participates in monthly staff meetings and career development training.

DisclaimerThis 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.Work Environment and Level of Frequency typically requiredNearly Continuously: Office environmentPhysical Requirements and Level of Frequency that may be requiredNearly Continuously: Sitting, hearing, listening, talking.Often: Repetitive hand motion (such as typing), walking.Seldom: Bending, reaching overhead.Minimum QualificationsAssociate 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.PreferencesDepartment Preferences

Previous experience working in an academic medical environment

Strong coordination and organizational skills are essential to prioritize conflicting deadlines

Advanced computer and office skills

Strong communication skills

Strong knowledge of word processing, database management, and spreadsheet (Excel) programs.

Applicants will be screened according to preferences.Type Benefited StaffSpecial Instructions SummaryAdditional InformationThe University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.This position may require the successful completion of a criminal background check and/or drug screen.The University of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients.All qualified individuals are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action ( OEO /AA). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/Online reports may be submitted at oeo.utah.eduhttps://safety.utah.edu/safetyreport This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.