Administrative Assistants

The University of Utah Health Research is seeking to hire an Administrative Assistant for the Division of Pediatric Cardiology. This role will perform a variety of administrative support duties to ensure office operations run smoothly and efficiently, including managing calendars, arranging travel, and maintaining compliance with department policies.

Responsibilities

• Perform a variety of administrative support duties for an individual, group, or department to ensure office operations run smoothly and efficiently
• Create and maintain files, compile reports, and manage, store, and disseminate information, ensuring security and compliance of information
• Assist in planning department activities, manage meeting calendars, and make travel arrangements
• Track expenses, monitor and order supplies, and schedule maintenance repairs
• Remain knowledgeable of department policies
• May make contacts of a sensitive, complex, and confidential nature
• May work for one or several department professionals, division heads, officers, or managers
• Provide fundamental administrative support to the Pediatric Cardiology Division by coordinating communications, managing office tasks, and serving as a primary point of contact for internal and external colleagues
• Manage office communication functions such as faxing, scanning, mail distribution, and maintaining shared communication tools and lists
• Order and maintain inventory of office supplies for the division and collaborate with colleagues to troubleshoot issues with shared office equipment (printers, copiers, fax) as needed
• Arrange conference travel for faculty and staff and ensure all related documentation is prepared accurately
• Assist faculty with renewing medical licenses, DEA registrations, certifications, and professional association memberships
• Maintain faculty CVs in the university’s internal CV system (Faculty Profile / Activity Insight)
• Support the creation, editing, and formatting of academic documents including manuscripts, national presentations, research posters, CME reports, and educational materials
• Provide high-level administrative support to division leadership, including the Division Chief, Associate Chiefs, and Section or Program Medical Directors
• Manage complex calendars, schedule meetings with multiple stakeholders, and anticipate future needs to ensure smooth leadership operations
• Prepare agendas, take and distribute minutes, and track action items for leadership and division meetings
• Compile medical director logs, support missing notes tracking, and assist with quality, compliance, and operational administrative functions
• 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 division operations
• Collect, compile, and maintain monthly operational and clinical tracking data from various systems
• Prepare summaries and provide accurate data for division operations, quality improvement initiatives, and leadership decision-making
• Stay current with University, Department, and Division policies and procedures and assist with their implementation to 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 and the Heart Center 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

Skills

• Must fulfill all associated vaccination requirements, or be approved for an exemption, prior to the first day of work
• At least 1 year of related experience for Administrative Assistants, II
• 3+ years of related experience for Administrative Assistants, III
• 5+ years of related experience for Administrative Assistants, IV
• Demonstrated proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Excellent oral and written communication skills
• Strong proofreading and editing capabilities
• Exceptional organization, prioritization skills, accuracy, and attention to detail
• Ability to work effectively with minimal supervision
• Ability to take directions from multiple supervisors
• Ability to maintain flexibility and contribute positively to team culture and division operations
• Demonstrated problem solving/multi-tasking skills
• Associate degree in business or equivalency
• Three years full-time administrative experience
• Demonstrated human relations 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

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