Administrative Assistants

The University of Utah is seeking to hire an Administrative Assistant for the Division of Pediatric Cardiology. This role will perform a variety of administrative support duties to ensure office operations run smoothly and efficiently, providing essential support to department professionals and managing various tasks such as scheduling, communications, and financial tracking.

Responsibilities

• 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
• Provide fundamental administrative support to the Pediatric Cardiology 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 professional 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
• Provide high-level administrative support to division leadership, including the Division Chief, Associate Chiefs, and Section or Program 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, compliance, and operational administrative functions
• 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
• 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
• Stay current with University, Department, and Division policies and procedures and assist with their implementation to ensure consistent adherence
• Support compliance needs related to CME, credentialing, academic activity reporting, and clinical documentation requirements
• Provide back-up support to administrative counterparts within the Department of Pediatrics and the Heart Center 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

Skills

• 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
• 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
• 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 problem solving/multi-tasking skills
• Associate degree in business or equivalency
• Three years full-time administrative experience
• Demonstrated human relations and effective communication skills

Benefits

• Excellent health care coverage at affordable rates
• 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

Company Overview

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