Administrative Assistant

University of Utah Health Research is seeking an Administrative Assistant to provide complex administrative support to a busy Pediatric Surgery practice. The role involves managing schedules, assisting with physician recruitment, and maintaining the division's operating budget while ensuring smooth office operations.

Responsibilities

• This position will also be responsible for the management and creation of the division’s call schedule for all of surgeons’ and other providers that rotate in our division for the call and clinical assignments/duties. Attention to detail and excellent organizational skills are critical to this position
• Assists with physician recruitment, faculty appointments, credentialing and the Retention, Promotion and Tenure process
• Types and proofs correspondence, memoranda, reports and related materials
• Provides additional general office support such as answering phones and responding to calls, filing copying and ordering office supplies
• Administrative responsibilities for assisting, maintaining and monitoring accuracy for the Division’s operating budget and capital budget
• Assists with the preparation of the Divisional budget
• Manages accounts payable including preparation of travel reimbursements forms credit card purchasing, processing invoices through ePR and Ushop, reconciliation of monthly management reports including reviewing expenses and accounting documents for accuracy
• Problem-solving
• This position is responsible for planning and expediting the flow of work while ensuring the smooth operation of the office under the pressure of frequent interruptions and changes in priorities
• The incumbent works independently in the initiation and follow-through of departmental programs. However, coordination is required with faculty members and other contacts on a regular basis
• Problems faced by this incumbent include balancing all of the details and tasks associated with coordinating complex programs. This involves ensuring fiscal and academic records are accurate and meet university and federal regulations. The incumbent must meet crucial deadlines for national organizations

Skills

• 1 year of higher education can be substituted for 1 year of directly related work experience
• 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
• Attention to detail and excellent organizational skills are critical to this position
• Problem-solving skills
• Ability to work independently in the initiation and follow-through of departmental programs
• Ability to coordinate with faculty members and other contacts on a regular basis
• Ability to balance all of the details and tasks associated with coordinating complex programs
• Ability to ensure fiscal and academic records are accurate and meet university and federal regulations
• Ability to meet crucial deadlines for national organizations
• Experience working in settings with students
• Strong commitment to improving access to higher education

Benefits

• This position is eligible for a hybrid schedule (telecommuting & in-office) after successful completion of probationary period.
• 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).
• This position may require the successful completion of a criminal background check and/or drug screen.
• 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.

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