Administrative Assistant

Administrative Assistant

Job Summary

Provides complex administrative support to a busy Pediatric Surgery practice with 14 surgeons practicing at 3 locations. Provides administrative support to a group of surgeons within the division and oversight and management of the surgeons' administrative and academic activities. This position will also be responsible for the management and creation of the division's call schedule for all of surgeons' and other providers that rotate in our division for the call and clinical assignments/duties. Attention to detail and excellent organizational skills are critical to this position.

This position is eligible for a hybrid schedule (telecommuting & in-office).

The University of Utah offers a comprehensive benefits package including:

• Excellent health care coverage at affordable rates. https://www.hr.utah.edu/forms/lib/SummaryComparisonEmployeeHCP.pdf
  
• 14.2% retirement contributions (https://www.hr.utah.edu/benefits/retire\_401aPlan.php) that vest immediately
  
• Generous paid leave time (https://www.hr.utah.edu/benefits/paidLeave.php)
  
• 10 paid Holidays per year
  
• 50% tuition reduction (https://www.hr.utah.edu/benefits/tuition.php) for employee, spouse, and dependent children
  
• Flex spending accounts (https://www.hr.utah.edu/benefits/fsa.php)
  
• Free transit on most UTA services
  Additional benefits information is available at www.hr.utah.edu/benefits
  
  Responsibilities
  Provides administrative support to the pediatric surgeons by coordinating calendars, scheduling administrative meetings and preparing agendas for monthly conferences.
  Complies and maintains medical staff files including Curriculum Vitae, CME credits, state licensure, DEA certifications and related Risk Management information.
  Makes travel arrangements for the surgeons' attendance at professional meetings including registration, airfare and lodging.
  
  This position will also be responsible for the management and creation of the division's call schedule for all of surgeons' and other providers that rotate in our division for the call and clinical assignments/duties. Attention to detail and excellent organizational skills are critical to this position.
  
  Assists with physician recruitment, faculty appointments, credentialing and the Retention, Promotion and Tenure process.
  
  Types and proofs correspondence, memoranda, reports and related materials.
  Provides additional general office support such as answering phones and responding to calls, filing copying and ordering office supplies.
  
  Administrative responsibilities for assisting, maintaining and monitoring accuracy for the Division's operating budget and capital budget.
  
  Assists with the preparation of the Divisional budget.
  
  Manages accounts payable including preparation of travel reimbursements forms credit card purchasing, processing invoices through ePR and Ushop, reconciliation of monthly management reports including reviewing expenses and accounting documents for accuracy.
  
  Problem-solving
  This position is responsible for planning and expediting the flow of work while ensuring the smooth operation of the office under the pressure of frequent interruptions and changes in priorities.
  
  The incumbent works independently in the initiation and follow-through of departmental programs. However, coordination is required with faculty members and other contacts on a regular basis.
  
  Problems faced by this incumbent include balancing all of the details and tasks associated with coordinating complex programs. This involves ensuring fiscal and academic records are accurate and meet university and federal regulations. The incumbent must meet crucial deadlines for national organizations.
  
  This job description 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.
  
  
  
  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
  
  
  Special Instructions
  
  
  Requisition Number: PRN40896B
  Full Time or Part Time? Full Time
  Work Schedule Summary: weekdays
  Department: 00913 - Pediatric Surgery Development
  Location: Campus
  Pay Rate Range: 15.19 to 28.08
  Close Date: 4/7/2025
  Open Until Filled:
  
  To apply, visit https://utah.peopleadmin.com/postings/177240
  
  
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