PS Executive Assistant

The Executive Administrative Assistant provides high-level administrative and operational support to the Chief of the Division of Transplant Surgery and partners closely with the Associate Director of Operations. This role coordinates complex scheduling, supports divisional operations, and ensures efficient communication across leadership, faculty, and staff. The position requires exceptional attention to detail, professionalism, and the ability to manage sensitive and fast-paced workflows within an academic medical environment.

Responsibilities:

• Serve as the primary administrative partner to the Division Chief, managing calendars, correspondence, meetings, and priority tasks.
• Prepare agendas, presentations, briefing materials, and follow-up communications.
• Handle confidential information with discretion and professionalism.
• Support day-to-day division operations in collaboration with the Associate Director of Operations, including workflow coordination and administrative process improvement.
• Maintain divisional documents, records, and databases.
• Manage purchasing activities, including supply ordering, invoices, reimbursements, and expense tracking.
• Coordinate travel arrangements for surgeons and faculty, including airfare, lodging, registration, itineraries, and reimbursement documentation.
• Maintain and distribute the surgeon call schedule, ensuring accuracy and timely updates.
• Assist with onboarding, event and meeting coordination, and routine communications with faculty, staff, and external partners.
• Provide general administrative support for division activities and projects as assigned.
• Perform other duties and tasks as requested by division leadership to support operational needs.

Minimum Qualifications:

• Bachelor's degree in Business, Finance, Health Care Administration or a related field, or equivalency (one year of education can be substituted for two years of related work experience) required.
• Two years office management and supervisory experience, demonstrated knowledge of finance and budgeting, and public relations skills required.
• Demonstrated human relations and effective communication skills are also required.

Preferences:

• Experience supporting senior leaders in a healthcare or academic medical environment.
• Proficiency with complex calendar management, multi-participant scheduling, and prioritization across competing demands.
• Strong note-taking, documentation, and information-retention skills to support independent task execution.
• Demonstrated initiative, follow-through, and reliability in completing assignments with minimal oversight.
• Ability to align work with leadership direction, maintain professionalism, and anticipate operational needs.
• Familiarity with medical scheduling systems (e.g., QGenda, Amion).
• Experience with purchasing systems and travel coordination.
• Knowledge of healthcare administrative workflows.

Key Competencies:

• Professionalism, discretion, and strong interpersonal communication.
• High attention to detail and accuracy.
• Ability to manage multiple priorities in a dynamic environment.
• Strong organizational and independent problem-solving skills.
• Initiative, accountability, and follow-through.

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: Online reports may be submitted at 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.