PS Administrative Assistant

• Provide fundamental administrative support to division: manage office communication functions (faxing, phone calls, scanning, mail, etc.), order office supplies, arrange conference travel, act as a point person for internal and external colleagues. 
• Responsible for efficient management of the routine tasks of the front office: greet guests and direct them to the appropriate location, field incoming calls, receive and distribute mail and packages, order and maintain inventory of supplies for the floor, ensure maintenance of copy machines and printers.
• Responsible for supporting leadership within Clinical Enterprise: manage calendars, set up meetings including equipment needs, reserve conference rooms, prepare agendas, take and distribute minutes, order catering and supplies as needed.
• Provide facilities and space management support: serve as liaison between building management and department, contact vendors for repairs, maintain occupants list and update applicable signage, maintain up-to-date records in the University space management system, communicate any office space allocation changes to manager.
• Facilitate hiring, onboarding, and offboarding of staff: arrange candidate interviews, facilitate building and suite access, facilitate appropriate computer access, arrange for new phone lines as necessary, issue headsets and track user assignments, ensure non-University employees are set up with required access. 
• Process payment requests, travel reimbursements, campus orders, and purchase orders as necessary.  Track expenses and ensure all supporting financial documents are accurately completed and that information is entered into the Pediatrics financial database in a timely manner. 
• Assist in the creation and/or compilation of materials for management team: presentations, announcements, etc. 
• 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.

The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.
This position may require the successful completion of a criminal background check and/or drug screen.

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.

All qualified individuals are strongly encouraged to apply. 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.
The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon 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 the education program or activity 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 the application of Title IX and its regulations may be referred to the Title IX Coordinator, to 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 Affirmative 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/
Online reports may be submitted at oeo.utah.edu

https://safety.utah.edu/safetyreport This report includes statistics about criminal offenses, hate crimes, arrests and referrals for 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.