Administrative Assistants
The University of Utah is seeking an Administrative Assistant in the Department of Pediatrics to provide front desk support and administrative coverage. The role includes performing various administrative tasks to ensure smooth office operations, managing files, and assisting with department activities and financial tracking.
Responsibilities
- Serves as a welcoming and respectful first point of contact for patients and staff
- Resolves or directs inquiries from visitors, staff, and faculty
- Maintains confidentiality and tact
- Process payment requests, travel reimbursements, campus orders, purchase orders, and other transactions in compliance with University and Department policies
- Track financial expenses, reconcile supporting documents for accuracy, and ensure timely entry into the Pediatrics financial database
- Assist with ongoing financial tracking, reporting, and basic budget support for department operations
- Collect, compile, and maintain monthly operational and clinical tracking data from various systems
- Prepare summaries and provide accurate data for department operations, quality improvement initiatives, and leadership decision-making
- Stay current with University, Department, and Division policies and procedures; assist with their implementation and ensure consistent adherence
- Support compliance needs related to CME, credentialing, academic activity reporting, and clinical documentation requirements
- Provide back-up support to administrative counterparts within the Department of Pediatrics to ensure workflow continuity across divisions as needed
- Participate in shared administrative projects across the Department, supporting initiatives based on shifting operational needs
- Perform other duties as assigned
- Demonstrate proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and the ability to quickly learn new software applications
- Exhibit excellent oral and written communication skills, strong proofreading and editing capabilities, and professional etiquette
- Maintain exceptional organization, prioritization skills, accuracy, and attention to detail while managing multiple tasks and deadlines
- Work effectively with minimal supervision, take directions from multiple supervisors, maintain flexibility, and contribute positively to team culture and division operations
Skills
- 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)
- 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
- Demonstrate proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and the ability to quickly learn new software applications
- Exhibit excellent oral and written communication skills, strong proofreading and editing capabilities, and professional etiquette
- Maintain exceptional organization, prioritization skills, accuracy, and attention to detail while managing multiple tasks and deadlines
- Work effectively with minimal supervision, take directions from multiple supervisors, maintain flexibility, and contribute positively to team culture and division operations
- Associate's degree in business or equivalency
- Three years full-time administrative experience
- Demonstrated human relation and effective communication skills
Benefits
- Excellent health care coverage at affordable rates (see the Summary Comparison for more information)
- 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
Company Overview
Company H1B Sponsorship