Administrative Assistants

Administrative Assistants The Department of Pediatrics has an immediate opening for an experienced, highly motivated Administrative Assistant to perform a variety of administrative support duties for the Division of General Pediatrics 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. This position requires interfacing with various groups of people in a pleasant, helpful, and professional manner. The University of Utah offers a comprehensive benefits package including: 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 Additional benefits information is available at https://benefits.utah.edu/. Responsibilities Essential Functions: Provide administrative support to the division including: Purchasing and accounts payable Onboard new faculty members Schedule and facilitate meetings, prepare agendas, and distribute minutes Provide fundamental administrative support to the General Pediatrics Division with a specific focus on one of our six clinics and its faculty members. Coordinate multiple faculty members' clinical schedules, facilitate meetings, proactively anticipate faculty members' needs, and help with those needs whenever possible. Perform other related duties as assigned and participate in various administrative projects according to fluctuating division and department needs. Core components of the position include the ability to multitask while simultaneously being able to prioritize tasks based upon urgency, importance, and deadlines. Administrative Assistants, I Performs routine tasks as directed and under close supervision. Requires little to no related experience. Administrative Assistants, II Completes routine tasks under moderate supervision. Requires at least 1 year of related experience. Administrative Assistants, III Completes assignments with little supervision. May assist less-experienced team members. Requires 3+ years of related experience. Administrative Assistants, IV Highest-level support. Performs advanced tasks under minimal supervision. May mentor less-experienced team members. Requires 5+ years of related experience. 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, I: Requires little to no related 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. Preferences Applicants will be screened according to preferences. Proficient in the latest versions of the Microsoft Office suite, with the ability to learn new software programs quickly, such as Adobe Creative Suite, Concur, QGenda, etc. 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 directions from multiple supervisors. Flexibility and willingness to help where needed. Special Instructions Summary 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 possess a strong commitment to improving access to higher education. 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. Consistent with state and federal law, the University of Utah 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 Title IX (OEO). 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/. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.