Administrative Assistants

The University of Utah 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, providing essential support to department professionals and managing various tasks such as scheduling, communications, and financial tracking.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 assignedSkillsThis position is patient-sensitive and must fulfill all associated vaccination requirements, or be approved for an exemption, prior to the first day of work1 year of higher education can be substituted for 1 year of directly related work experienceAdministrative Assistants, II: Requires at least 1 year of related experienceAdministrative Assistants, III: Requires 3+ years of related experienceAdministrative Assistants, IV: Requires 5+ years of related experienceDemonstrate proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and the ability to quickly learn new software applicationsExhibit excellent oral and written communication skills, strong proofreading and editing capabilities, and professional etiquetteMaintain exceptional organization, prioritization skills, accuracy, and attention to detail while managing multiple tasks and deadlinesWork effectively with minimal supervision, take directions from multiple supervisors, 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 rates14.2% 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 OverviewThe University of Utah, located in Salt Lake City in the foothills of the Wasatch Mountains, is the flagship institution of higher learning in Utah. It was founded in 1850, and is headquartered in Salt Lake City, ut, US, with a workforce of 10001+ employees. Its website is http://utah.edu.Company H1B SponsorshipUniversity of Utah has a track record of offering H1B sponsorships, with 216 in 2025, 189 in 2024, 201 in 2023, 175 in 2022, 156 in 2021, 174 in 2020. Please note that this does not guarantee sponsorship for this specific role.



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