Administrative Assistant

Details

Open Date 11 / 20 / 2025

Requisition Number PRN43647B

Job Title Administrative Assistants

Working Title Administrative Assistant

Career Progression Track S00

Track Level S4 - Highly Skilled, S3 - Skilled, S2 - Intermediate

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

Full-time with benefits, 40 hrs / wk. Mon-Fri, 8 : 00 a.m. – 5 : 00 p.m. with an hour break for lunch; occasional early morning meetings. Opportunities for a hybrid telework schedule may be available if supported by operational needs following 6-month probationary period. Employees with an approved hybrid telework schedule are expected to provide their own home office space, internet connection, telephone, and have the ability to work independently.

VP Area U of U Health - Academics

Department 00848 - Pediatric Administration

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range Depends on Experience

Close Date 02 / 20 / 2026

Priority Review Date (Note - Posting may close at any time)

Job Summary

Job Summary :

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.

The Department of Pediatrics has an immediate opening for an experienced, highly motivated Administrative Assistant to support its division of Pediatric Nephrology as well as other subspecialty divisions as department needs dictate. The Administrative Assistant 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 making travel arrangements. Track expenses, monitor and order supplies, and scheduled 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.

The department may choose to hire at any of the below job levels and associated pay rates based on their business need and budget.

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

Responsibilities

Essential Functions :

Division Administrative Support

Provide fundamental administrative support to the Pediatric Nephrology Division by coordinating communications, managing office tasks, and serving as a primary point of contact for internal and external colleagues.

Manage office communication functions such as faxing, scanning, mail distribution, and maintaining shared communication tools and lists.

Order and maintain inventory of office supplies for the division and collaborate with colleagues to troubleshoot issues with shared office equipment (printers, copiers, fax) as needed.

Arrange conference travel for faculty and staff and ensure all related documentation is prepared accurately.

Assist faculty with renewing medical licenses, DEA registrations, certifications, and association memberships.

Maintain faculty CVs in the university’s internal CV system (Faculty Profile / Activity Insight).

Support the creation, editing, and formatting of academic documents including manuscripts, national presentations, research posters, CME reports, and educational materials.

Leadership Support & Complex Scheduling

Provide high-level administrative support to division leadership, including the Division Chief, Associate Chiefs, and Medical Directors.

Manage complex calendars, schedule meetings with multiple stakeholders, and anticipate future needs to ensure smooth leadership operations.

Prepare agendas, take and distribute minutes, and track action items for leadership and division meetings.

Compile medical director logs, support missing notes tracking, and assist with quality and compliance-related administrative functions.

Faculty & Fellow Recruitment

Coordinate all aspects of recruitment workflows for faculty and fellowship candidates.

Make travel and lodging arrangements, build detailed itineraries, coordinate interviews, plan meals or catering, and serve as the primary liaison with candidates throughout the process.

Escort candidates during on-site visits and represent the Division and Department in a professional and welcoming manner.

Fellowship Program Support (in partnership with the Pediatrics Education Enterprise)

Coordinate the Nephrology fellowship interview process, including travel arrangements, interview schedules, candidate communication, and day-of escorting.

Support onboarding of new fellows by preparing required documentation, managing system access needs, and coordinating orientation activities.

Manage logistics for didactic conferences, including scheduling speakers, distributing reminders, reserving rooms, and monitoring attendance.

Serve as CME Coordinator for fellowship conferences by creating weekly flyers, collecting documentation, submitting materials to the CME office, and maintaining audit-ready CME files.

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 division operations.

Data & Reporting Responsibilities

Collect, compile, and maintain monthly operational and clinical tracking data from various systems.

Prepare summaries and provide accurate data for division 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.

The department may choose to hire at any of the below job levels and associated pay rates based on their business need and budget.

Administrative Assistants, II

Completes routine tasks under moderate supervision.

Requires at least 1 year of related experience.

This is an Intermediate Level position in the Support track.

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.

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.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description .

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, II : Requires at least 1 year of related experience.

Administrative Assistants, III : Requires 3+ years of related experience.

Administrative Assistants, IV : Requires 5+ years of related experience.

Preferences

Preferences :

Associate degree in business or equivalency.

Three years full-time administrative experience and demonstrated human relation and effective communication skills.

Knowledge of basic expense management practices.

Applicants will be screened according to preferences.

Type Benefited Staff

Special Instructions Summary

Additional Information

The University of Utah values candidates who have experience working in settings with students from diverse backgrounds and possess a strong commitment to improving access to higher education for historically underrepresented students.

Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities and protected veterans are 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 :

Director / Title IX Coordinator

Office of Equal Opportunity and Affirmative Action ( OEO / AA)

383 University Street, Level 1 OEO Suite

Salt Lake City, UT 84112

801-581-8365

oeo@utah.edu

Online reports may be submitted at oeo.utah.edu

For more information :

To inquire about this posting, email :

employment@utah.edu

or call 801-581-2300.

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.

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.