Job Information
University of Utah PS Administrative Assistant Salt Lake City, Utah
Details
Open Date 03/14/2025
Requisition Number PRN41433B
Job Title PS Administrative Assistant
Working Title PS Administrative Assistant
Job Grade D
FLSA Code Nonexempt
Patient Sensitive Job Code? Yes
Standard Hours per Week 40
Full Time or Part Time? Full Time
Shift Day
Work Schedule Summary
Work from home, work in office when necessary. Monday through Friday.
VP Area U of U Health - Academics
Department 00260 - Division of General Surgery
Location Campus
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range 15.19 to 28.08
Close Date 06/30/2025
Priority Review Date (Note - Posting may close at any time) 06/30/2025
Job Summary
Provide high-level secretarial and administrative support for General Surgery faculty on the Acute Care Service.
Responsibilities
Provide complex administrative support to faculty: managing and organizing calendars, coordinating busy and diverse schedules. Most importantly, be able to anticipate faculty needs and help with those needs wherever possible.
Filter calls and requests for provider’s desk/phone. Facilitates meetings, develops meeting agendas, minutes, task lists and food arrangements, as needed.
Assist with entering the attending physician call schedule into SmartWeb. And entering the call schedule onto faculty calendars.
Assist providers in their clinical role by working closely and cooperatively with all clinic personnel on patient related issues, i.e. scheduling surgeries, working with UMB if there are issues with surgery pre-authorization , ordering pre-operative labs, follow-up patient calls, etc. (appropriate software training provided)
Schedule attorney depositions, conferences, and coordinate billing for these services.
Maintain provider’s CVs (in MBM system) and certifications for state licensure, DEA , credentialing reappointments, etc. (appropriate software training provided)
Make travel and hotel arrangements, register for conferences, and assist in the travel reimbursement process. (appropriate software training provided)
Prepare reimbursements, process payment requests for licensing fees, society fees, etc.
Occasionally transcribe letters, emails and complete forms regarding the provider’s administration and academic mission responsibilities.
Provide coverage support for other administrative staff when out of the office.
General office support (faxing, emailing, filing, answering phones, etc.)
Perform other related duties as assigned and participate in diverse administrative projects according to fluctuating division and department needs.
Demonstrate key professional competencies: proficient in latest versions of the Microsoft Office suite, with the capability to learn new software programs quickly; excellent interpersonal and communication skills, both oral and written; strong writing skills – must be in the habit of proofreading documents and emails for spelling, grammar, content, and clarity before disseminating; exceptional organization and time management skills with extreme attention to detail; capable of effectively managing multiple duties and competing deadlines with minimal supervision; comfortable taking direction from multiple supervisors; flexibility and willingness to help where needed.
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. Work Environment and Level of Frequency typically required Work from home, work in office when necessary. Monday through Friday. 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.
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.
Preferences
Five years or more of administrative and development experience.
Knowledge of University of Utah Health
Knowledge of University policies and procedures.
Skill in determining matters of importance and exercising initiative in accomplishing and prioritizing tasks.
Exceptional customer service attitude, confidentiality, courtesy, diplomacy and absolute discretion with regard to confidential donor information and communications.
Proven track record of maintaining confidentiality.
Superior written and verbal communication skills, along with excellent interpersonal skills. Comfortable interacting with diverse persons at all levels of an organization, both inside and outside the University.
Ability to multi-task and the capacity to constantly re-prioritize and make sound judgements in a fast-paced environment
Ability to work independently, and take initiative to complete assignment in a timely manner.
Advanced knowledge and experience using Microsoft Office suites including Word, Excel, Power Point and Outlook.
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.
Type Benefited Staff
Special Instructions Summary
Additional Information
The 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.edu
https://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.