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Executive Assistant

University of Utah
Utah, United States
Salary Not specified
Date posted
Apr 22, 2024

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Position Type
Administrative, Student Affairs, Minority & Multicultural Affairs
Employment Level
Employment Type
Full Time

Executive Assistant

Job Summary

Provide high-level secretarial and administrative support for the Chair, Senior Administrative Director, and Department of Physical Medicine and Rehabilitation. This position is located in the Craig H. Neilsen Rehabilitation Hospital.

1. Maintain and organize meetings, calendars and phone calls. Development of meeting agendas, minutes, task lists and food arrangements, as needed. This includes coordination of the monthly faculty meeting.2. Process all faculty/APC leave requests and maintain internal timecards.
3. Filter calls and requests for main department desk/phone.
4. Greet visitors and maintain front office amenities.
5. Develop weekly one on one meeting with Chair and Sr. Admin Director in order to efficiently meet all of their needs and requests in their 3 academic missions, i.e., clinical, educational and research.
6. Assist your provider in their clinical role by working closely and cooperatively with all clinic personnel on patient related issues, i.e., maintaining patient electronic medical records, billing, follow-up patient calls, etc. (appropriate software training provided).
7. Assist your provider in their research and publications efforts, including, finding online references/journal articles, organizing references in Endnote/Mendeley, formatting manuscripts, submitting articles or book chapters for review (appropriate software training provided).
8. Assist your provider in their teaching/education responsibilities by assisting in preparing PowerPoint presentations, handouts, and related education materials, etc. (appropriate software training provided).
9. Maintain provider’s CVs (in MBM system) and certifications for state licenses, DEA, credentialing reappointments, etc.
10. Make travel and hotel arrangements, register for conferences, and assist in the travel reimbursement process (appropriate software training provided).
11. Transcribe letters, emails and complete forms regarding the provider’s administration and academic mission responsibilities.
12. Respond to medical record requests. Schedule attorney depositions, conferences, and coordinate billing for these services.
13. Provide coverage support for other administrative staff when out of the office.
14. Provide staff support for Department activities (Summer BBQ, Holiday events, Hospital/Department activities, annual symposium).
15. General office support: maintain copy machine and supply area, conference rooms calendar/IT support, faxing, emailing, filing, answering phones, refill office supplies/snacks with store supplies, etc.
16. Other projects as assigned by Chair, Sr. Admin Director, and Faculty & Staff Ops Director.

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). 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.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.


Special Instructions

Requisition Number: PRN38323B
Full Time or Part Time? Full Time
Work Schedule Summary: M-F 8-4:30, limited work from home
Department: 00251 - Physical Med & Rehab - Oper
Location: Campus
Pay Rate Range: 50,000-57,000
Close Date:
Open Until Filled: Yes

To apply, visit


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