Executive Administrative Assistant/Paralegal

Description Schedule :Monday - Friday (40 hrs/wk)8:00 AM - 5:00 PM Department: Executive Administration - 100 Primary Purpose : Works independently to support the Chief Executive Officer and other assigned executives. Responsible for initiating and coordinating a wide variety of significantly complex and diversified administrative and paralegal support functions required for sustaining a responsive and professional business operation. About ARUP : ARUP Laboratories is a national clinical and anatomic pathology reference laboratory and an enterprise of the University of Utah and its Department of Pathology. Based in Salt Lake City, Utah. ARUP proudly hires top talent to create a work environment of diversity, professional growth and continuous development. Our workforce is committed to the important service we provide to over one million patients each month. We always strive for excellence and have a strong desire to have involvement with the advances in medicine and the role laboratory services plays within each patient’s life. We never forget that there is a patient behind every specimen we receive. We are looking for individuals who want to contribute to ARUP's culture of accountability, integrity, service, and excellence. Consider joining our dynamic team. Essential Functions : Performs complex administrative duties for the Chief Executive Officer and other assigned executives, often making minor administrative decisions based on knowledge of ARUP’s organization, policies, and personnel. Responsible for coordinating the Executive Operations Committee and Board of Director meetings. Maintains records, prepares reports, and develops presentations from general instructions. May contact appropriate personnel to obtain relevant information. Uses word processing, spreadsheet, and PowerPoint (presentation) systems. Accepts management assignments as directed by the Executive Committee members. Receives, screens, and distributes all incoming mail, attaching pertinent correspondence where necessary; answers routine correspondence. Receives and screens telephone calls and office visitors; obtains and renders information where possible. Handles confidential correspondence, documents, and assembles data from various sources and compiles special reports. Provide litigation support, including document organization, deadline calendaring, docket monitoring, gathering documents, creating internal memos and timelines, outlining discovery responses, responding to subpoenas and legal requests. Compiles documents for patient record requests, managing litigation retention, and responding to insurance broker/carrier requests for litigation status updates. Administers the Cost Savings Program presentations for incentive committee and track SharePoint payments. May be assigned to provide assistance and training to other administrative assistants and /or personnel within the department. Orders, receives, and distributes office supplies and equipment. Makes travel arrangements for members of the ARUP Executive Committee, and others when requested, and processes expense reports. Provides coordination and liaison for applicants and other visitors including transportation between building locations. Provides daily schedule and calendar management to maximize the executive’s time. Schedules and arranges meetings, conferences, and other sessions including accommodations, space, facility, notifications, and meals/refreshments. Acts as a role model for ARUP’s commitment to quality, professionalism, and customer satisfaction. Composes non-routine letters and memorandums for the executive’s signature requiring a superior overall working knowledge of operation functions. Follows up on assignments of operations and committees, etc. to ensure decisions are implemented and appropriate personnel are notified. Researches, compiles, and analyzes data to prepare reports, tables, charts, and graphs for executive’s review; makes recommendations based on knowledge of organization. Edits executive’s documents to ensure composition and contextual accuracy; proofreads documents ensuring proper spelling, punctuation, and grammar usage. Attends meetings and conferences to represent ARUP by furnishing information and taking notes. Projects ARUP corporate values and loyalty in all internal and external interactions. Duties require extensive knowledge of internal and external organizational relationships, as well as diplomacy and judgment in dealing with frequently changing situations Incumbent is required to anticipate problems and initiate appropriate action, and to administer ARUP sensitive/confidential and proprietary information with discretion. Must have absolute integrity in handling confidential information. Other duties as assigned. Physical and Other Requirements : Stooping: Bending body downward and forward by bending spine at the waist. Reaching: Extending hand(s) and arm(s) in any direction. Mobility: The person in this position needs to occasionally move between work sites and inside the office to access file cabinets, office machinery, etc. Communicate: Frequently communicate with others. PPE: Biohazard laboratory environment that requires use of personal protective equipment in accordance with CDC and OSHA regulations and company policies. ARUP Policies and Procedures: To conduct self in compliance with all ARUP Policies and Procedures. Sedentary Work: Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Fine Motor Control: Picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand as in handling. Qualifications Education Required High School Diploma or Equivalent or better Preferred Associates Degree or better Bachelor's Degree or better Licenses & Certifications Required Paralegal Certification Experience Required Bachelor’s degree with two years of executive administrative experience OR an Associate’s degree with four years of executive administrative experience OR High School diploma or equivalent with six years of executive administrative experience Three years of experience working as a paralegal Must be able to pass a credit check Paralegal Certification Preferred Business school training Knowledge of medical, laboratory, and biological sciences Additional computer experience preparing charts and graphs Some college level courses in the sciences and in effective writing Competency in Microsoft Outlook, Word, PowerPoint, and Excel, as well as dictation tools Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)