Administrative Assistant - University of Utah
Salt Lake City, UT
About the Job
Details
Open Date 12/20/2024
Requisition Number PRN40841B
Job Title Administrative Assistant
Working Title Administrative Assistant
Job Grade D
FLSA Code Nonexempt
Patient Sensitive Job Code? No
Standard Hours per Week 40
Full Time or Part Time? Full Time
Shift Day
Work Schedule Summary
Monday through Friday, 8 a.m. to 5 p.m. Opportunities for a hybrid telework schedule may be available if supported by operational needs. Employees with an approved hybrid telework schedule are expected to provide their own home office space, internet connection, and 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 $18.41 to $26.73
Close Date 03/20/2025
Priority Review Date (Note - Posting may close at any time)
Job Summary
Job Summary:
The Research Enterprise in the Department of Pediatrics at the Spencer Fox Eccles School of Medicine has an immediate opening for an Administrative Assistant. The Administrative Assistant provides complex administrative support and project coordination to the Pediatric Research Enterprise. This includes being responsible for planning, organizing, and scheduling all aspects of on-site and hybrid meetings including Grant Writing Workshops and Research in Progress, completing administrative tasks associated with NIH training grants, making travel arrangements processing reimbursements; preparing correspondences and providing high level office support. Frequently interacts with internal and external stakeholders, including guests, physicians, and healthcare professionals.
The University of Utah offers a comprehensive benefits package including:
+ Excellenthealth care coverageat affordable rates
+ 14.2% retirement contributionsthat vest immediately
+ Generouspaid leave time
+ 11 paid Holidaysper year
+ 50% tuition reductionfor employee, spouse, and dependent children
+ Flex spending accounts
+ Free transiton 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 athttps://benefits.utah.edu/
Responsibilities
Essential Functions:
+ Provide complex administrative support to the leadership of the Research Enterprise, including Vice Chair of Research and Director of Pre-Award Office, and other research faculty and staff as needed.
+ Plan and organize enterprise meetings both within the office and at off-site locations, including assistance with catering and venue and hotel contracts. This includes Research in Progress and Grant Writing Workshops, etc.
+ Facilitate accreditation for seminars and meetings. Requires coordinating with meeting presenters, planning committee and CME Office.
+ Help administer an NIH K12 training grant. Including correspondence, website maintenance, xTtrain and retreat planning.
+ Support Vice Chair with projects and other deliverables.
+ Prepare correspondence, including composing emails and letters.
* Oversee travel arrangements and prepare travel reimbursements.
+ Makes purchases, maintains a purchasing card account, and tracks and maintains receipts. Tracks expenses and ensures all supporting financial documents are accurately completed and that information is entered into the Pediatrics financial database in a timely manner.
+ Provide general office support.
* Schedule appointments, interviews, and other meetings.
+ Create and distribute data surveys.
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.
Work Environment and Level of Frequency typically required
Nearly Continuously: Office environment.
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.
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
Preferences
Preferences:
+ Demonstrated high level support experience.
+ Demonstrated ability to work independently and strong attention to detail.
+ Excellent coordination, organizational, and time management skills required to effectively manage and prioritize multiple projects with competing deadlines.
+ Demonstrated ability to exercise good judgment by listening attentively, applying critical thinking skills/problem solving, and analyzing information.
+ Exceptional interpersonal and communication skills, both verbal and written. Anticipates needs, makes suggestions and uses good judgment.
+ Computer skills and proficiency in Microsoft Word, Excel, Outlook, Zoom and Teams, and ability to quickly learn new computer applications, programs, and technology with minimal training.
+ University of Utah experience a plus.
_Applicants will be screened according to preferences._
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.
Open Date 12/20/2024
Requisition Number PRN40841B
Job Title Administrative Assistant
Working Title Administrative Assistant
Job Grade D
FLSA Code Nonexempt
Patient Sensitive Job Code? No
Standard Hours per Week 40
Full Time or Part Time? Full Time
Shift Day
Work Schedule Summary
Monday through Friday, 8 a.m. to 5 p.m. Opportunities for a hybrid telework schedule may be available if supported by operational needs. Employees with an approved hybrid telework schedule are expected to provide their own home office space, internet connection, and 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 $18.41 to $26.73
Close Date 03/20/2025
Priority Review Date (Note - Posting may close at any time)
Job Summary
Job Summary:
The Research Enterprise in the Department of Pediatrics at the Spencer Fox Eccles School of Medicine has an immediate opening for an Administrative Assistant. The Administrative Assistant provides complex administrative support and project coordination to the Pediatric Research Enterprise. This includes being responsible for planning, organizing, and scheduling all aspects of on-site and hybrid meetings including Grant Writing Workshops and Research in Progress, completing administrative tasks associated with NIH training grants, making travel arrangements processing reimbursements; preparing correspondences and providing high level office support. Frequently interacts with internal and external stakeholders, including guests, physicians, and healthcare professionals.
The University of Utah offers a comprehensive benefits package including:
+ Excellenthealth care coverageat affordable rates
+ 14.2% retirement contributionsthat vest immediately
+ Generouspaid leave time
+ 11 paid Holidaysper year
+ 50% tuition reductionfor employee, spouse, and dependent children
+ Flex spending accounts
+ Free transiton 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 athttps://benefits.utah.edu/
Responsibilities
Essential Functions:
+ Provide complex administrative support to the leadership of the Research Enterprise, including Vice Chair of Research and Director of Pre-Award Office, and other research faculty and staff as needed.
+ Plan and organize enterprise meetings both within the office and at off-site locations, including assistance with catering and venue and hotel contracts. This includes Research in Progress and Grant Writing Workshops, etc.
+ Facilitate accreditation for seminars and meetings. Requires coordinating with meeting presenters, planning committee and CME Office.
+ Help administer an NIH K12 training grant. Including correspondence, website maintenance, xTtrain and retreat planning.
+ Support Vice Chair with projects and other deliverables.
+ Prepare correspondence, including composing emails and letters.
* Oversee travel arrangements and prepare travel reimbursements.
+ Makes purchases, maintains a purchasing card account, and tracks and maintains receipts. Tracks expenses and ensures all supporting financial documents are accurately completed and that information is entered into the Pediatrics financial database in a timely manner.
+ Provide general office support.
* Schedule appointments, interviews, and other meetings.
+ Create and distribute data surveys.
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.
Work Environment and Level of Frequency typically required
Nearly Continuously: Office environment.
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.
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
Preferences
Preferences:
+ Demonstrated high level support experience.
+ Demonstrated ability to work independently and strong attention to detail.
+ Excellent coordination, organizational, and time management skills required to effectively manage and prioritize multiple projects with competing deadlines.
+ Demonstrated ability to exercise good judgment by listening attentively, applying critical thinking skills/problem solving, and analyzing information.
+ Exceptional interpersonal and communication skills, both verbal and written. Anticipates needs, makes suggestions and uses good judgment.
+ Computer skills and proficiency in Microsoft Word, Excel, Outlook, Zoom and Teams, and ability to quickly learn new computer applications, programs, and technology with minimal training.
+ University of Utah experience a plus.
_Applicants will be screened according to preferences._
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.
Source : University of Utah