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.ResponsibilitiesPerform a variety of administrative support duties for an individual, group, or department to ensure office operations run smoothly and efficientlyCreate and maintain files, compile reports, and manage, store, and disseminate information, ensuring security and compliance of informationAssist in planning department activities, manage meeting calendars, and make travel arrangementsTrack expenses, monitor and order supplies, and schedule maintenance repairsRemain knowledgeable of department policiesMay make contacts of a sensitive, complex, and confidential natureMay work for one or several department professionals, division heads, officers, or managersProvide 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 colleaguesManage office communication functions such as faxing, scanning, mail distribution, and maintaining shared communication tools and listsOrder and maintain inventory of office supplies for the division and collaborate with colleagues to troubleshoot issues with shared office equipment (printers, copiers, fax) as neededArrange conference travel for faculty and staff and ensure all related documentation is prepared accuratelyAssist faculty with renewing medical licenses, DEA registrations, certifications, and professional association membershipsMaintain 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 materialsProvide high-level administrative support to division leadership, including the Division Chief, Associate Chiefs, and Section or Program Medical DirectorsManage complex calendars, schedule meetings with multiple stakeholders, and anticipate future needs to ensure smooth leadership operationsPrepare agendas, take and distribute minutes, and track action items for leadership and division meetingsCompile medical director logs, support missing notes tracking, and assist with quality, compliance, and operational administrative functionsProcess payment requests, travel reimbursements, campus orders, purchase orders, and other transactions in compliance with University and Department policiesTrack financial expenses, reconcile supporting documents for accuracy, and ensure timely entry into the Pediatrics financial databaseAssist with ongoing financial tracking, reporting, and basic budget support for division operationsCollect, compile, and maintain monthly operational and clinical tracking data from various systemsPrepare summaries and provide accurate data for division operations, quality improvement initiatives, and leadership decision-makingStay current with University, Department, and Division policies and procedures and assist with their implementation to ensure consistent adherenceSupport compliance needs related to CME, credentialing, academic activity reporting, and clinical documentation requirementsProvide back-up support to administrative counterparts within the Department of Pediatrics and the Heart Center to ensure workflow continuity across divisions as neededParticipate in shared administrative projects across the Department, supporting initiatives based on shifting operational needsPerform other duties as assignedSkillsMust fulfill all associated vaccination requirements, or be approved for an exemption, prior to the first day of workAt least 1 year of related experience for Administrative Assistants, II3+ years of related experience for Administrative Assistants, III5+ years of related experience for Administrative Assistants, IVDemonstrated proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)Excellent oral and written communication skillsStrong proofreading and editing capabilitiesExceptional organization, prioritization skills, accuracy, and attention to detailAbility to work effectively with minimal supervisionAbility to take directions from multiple supervisorsAbility to maintain flexibility and contribute positively to team culture and division operationsDemonstrated problem solving/multi-tasking skillsAssociate degree in business or equivalencyThree years full-time administrative experienceDemonstrated human relations and effective communication skillsBenefitsExcellent health care coverage at affordable rates (see the Summary Comparison for more information)14.2% retirement contributionsGenerous paid leave time11 paid Holidays per year50% tuition reduction for employees, spouses, and dependent childrenFlex spending accountsUniversity provided basic employee life insurance coverage equal to a salary of up to $25,000Variety 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 servicesEmployee discounts on a variety of products and services, including cell phones & plans, entertainment, health and fitness, restaurants, retail, and travelProfessional development opportunitiesCompany OverviewAt University of Utah Health, our world-class researchers work together to tackle some of the toughest problems in health and medicine. It was founded in undefined, and is headquartered in Salt Lake City, Utah, US, with a workforce of 5001-10000 employees. Its website is https://uofuhealth.utah.edu/research.



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