University of Utah Health Research is hiring: PS Administrative Assistant in Sal

Join to apply for the PS Administrative Assistant role at University of Utah Health Research

Open Date 09/30/2025

Requisition Number PRN43222B

Job Title PS Administrative Assistant

Career Progression Track D

FLSA Code Nonexempt

Patient Sensitive Job Code? Yes

Standard Hours per Week 40

Full Time or Part Time? Full Time

Shift Day

Work Schedule Summary Full‑time with benefits, 40 hrs/wk. Mon‑Fri, 8:00 a.m. – 5:00 p.m. with an hour break for lunch; occasional early morning meetings. Opportunities for a hybrid telework schedule may be available if supported by operational needs following 6‑month probationary period. Employees with an approved hybrid telework schedule are expected to provide their own home office space, internet connection, telephone, and have the ability to work independently.

VP Area U of U Health - Academics

Department 00848 - Pediatric Administration

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range $18.41 - $26.73

Close Date 12/30/2025

Job Summary

The Department of Pediatrics has an immediate opening for an experienced, highly motivated Administrative Assistant to support its division of Pediatric Nephrology as well as other subspecialty divisions as department needs dictate. The University of Utah offers a wellness program, great benefits package, and competitive salary commensurate with experience. Mutual respect and appreciation are highly valued within the Department of Pediatrics.

A skills assessment will be administered to measure written communication, attention to detail, critical thinking, and computer skills.

Benefits

• Excellent health care coverage at affordable rates
• 14.2% retirement contributions that vest immediately
• 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
• Professional development opportunities

Additional benefits information is available at https://benefits.utah.edu/

Responsibilities

• Provide fundamental administrative support to division: manage office communication functions (faxing, phone calls, scanning, mail, newsletter, etc.), order office supplies, arrange conference travel, assist in renewing medical licenses and association memberships for faculty, maintain faculty CVs in the university’s unique system, and act as a point person for internal and external colleagues.
• Provide support for division leadership including heavy calendaring and complex scheduling, compiling medical director logs, management of missing notes, and various ad hoc tasks.
• Facilitate faculty recruitment including travel arrangements, itinerary building, escorting guests, coordinating meals or catering. Represent the division and department in communications with the candidates throughout the recruitment process.
• Assist with the division’s fellowship program: facilitate interview process for fellowship candidates, arranging travel and lodging, creating interview schedules, and escorting candidates to interviews; assist in the onboarding of new fellows; manage the logistics of didactic conferences and CME requirements.
• Process payment requests, travel reimbursements, and purchase orders as necessary. Track expenses and ensure all supporting financial documents are accurately completed and entered into the Pediatrics financial database in a timely manner.
• Assist in the creation and/or compilation of materials for academic work and educational requirements: national presentations, research manuscripts, CME reporting, etc.
• Act as CME Coordinator for GI Fellows weekly conference. Set up speakers, create weekly flyer, collect CME documentation, and submit to CME office. Keep documentation for audit.
• Assist in collecting and compiling monthly tracking data from various sources to be used for operational reports and quality improvement purposes.
• Keep apprised of and assist in the implementation of university, department, and division policies and protocols.
• Perform other related duties as assigned and participate in diverse administrative projects according to fluctuating division and department needs.
• Demonstrate key professional competencies: proficient in latest versions of the Microsoft Office suite, with the capability to learn new software programs quickly; excellent interpersonal and communication skills, both oral and written; strong writing skills – must be in the habit of proofreading documents and emails for spelling, grammar, content, and clarity before disseminating; exceptional organization and time management skills with extreme attention to detail; capable of effectively managing multiple duties and competing deadlines with minimal supervision; comfortable taking direction from multiple supervisors; flexibility and willingness to help where needed.
• Provide back‑up support to GI administrative counterpart and administrative team and participate administrative floor reception desk rotation as required.
• Participate in various projects according to division and department needs.

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.

This position is patient‑sensitive and must fulfill all associated requirements. We protect our patients, coworkers and community by requiring all patient‑sensitive employees to be immunized according to CDC standards and hospital policy. Limited exemptions may be made for documented medical contraindications or religious beliefs that object to vaccinations.

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

Preferences

Type: Benefited Staff

EEO Statement

The University of Utah is an affirmatively action/equal opportunity employer and does not discriminate based on 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 education programs or activities 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 Title IX and related regulations may be referred to the Title IX Coordinator, 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 Affymative Action (OEO-AA). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at https://www.utah.edu/nondiscrimination/.

Following the university’s policy, the University is a participating employer with Utah Retirement Systems (URS). Eligible new hires with prior URS service may enroll in URS before becoming eligible for retirement (usually the first day of work). For more information contact HR at (801) 581‑7447 or URS at (801) 366‑7770 or (800) 695‑4877.

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.

Other Information

All qualified individuals are strongly encouraged to apply. 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.

Online reports may be submitted at oeo.utah.edu. https://safety.utah.edu/safetyreport provides statistics about criminal offenses, hate crimes, arrests, and 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.