PS Administrative Assistant

University of Utah, United States

Updated: 17 days ago
Location: Salt Lake City, UTAH
Job Type: FullTime

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PS Administrative Assistant
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Announcement
Details


Open Date 03/26/2024
Requisition Number PRN38079B
Job Title PS Administrative Assistant
Working Title PS Administrative Assistant
Job Grade 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
9-5 M-F
VP Area U of U Health - Academics
Department 00251 - Physical Med & Rehab - Oper
Location Campus
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range 24-26.50
Close Date
Open Until Filled Yes
Job Summary
1. Maintain and organize meetings, calendars and phone calls. Development of meeting agendas, minutes, task lists and food arrangements, as needed. This includes coordination of the monthly faculty meeting.
2. Process all faculty/APC leave requests and maintain internal timecards.
3. Filter calls and requests for main department desk/phone.
4. Greet visitors and maintain front office amenities.
5. Develop weekly one on one meeting with Chair and Sr. Admin Director in order to efficiently meet all of their needs and requests in their 3 academic missions, i.e., clinical, educational and research.
6. Assist your provider in their clinical role by working closely and cooperatively with all clinic personnel on patient related issues, i.e., maintaining patient electronic medical records, billing, follow-up patient calls, etc. (appropriate software training provided).
7. Assist your provider in their research and publications efforts, including, finding online references/journal articles, organizing references in Endnote/Mendeley, formatting manuscripts, submitting articles or book chapters for review (appropriate software training provided).
8. Assist your provider in their teaching/education responsibilities by assisting in preparing PowerPoint presentations, handouts, and related education materials, etc. (appropriate software training provided).
9. Maintain provider’s CVs (in MBM system) and certifications for state licenses, DEA, credentialing reappointments, etc.
10. Make travel and hotel arrangements, register for conferences, and assist in the travel reimbursement process (appropriate software training provided).
11. Transcribe letters, emails and complete forms regarding the provider’s administration and academic mission responsibilities.
12. Respond to medical record requests. Schedule attorney depositions, conferences, and coordinate billing for these services.
13. Provide coverage support for other administrative staff when out of the office.
14. Provide staff support for Department activities (Summer BBQ, Holiday events, Hospital/Department activities, annual symposium).
15. General office support: maintain copy machine and supply area, conference rooms calendar/IT support, faxing, emailing, filing, answering phones, refill office supplies/snacks with store supplies, etc.
16. Other projects as assigned by Chair, Sr. Admin Director, and Faculty & Staff Ops Director.
Responsibilities
1. Maintain and organize meetings, calendars and phone calls. Development of meeting agendas, minutes, task lists and food arrangements, as needed. This includes coordination of the monthly faculty meeting.
2. Process all faculty/APC leave requests and maintain internal timecards.
3. Filter calls and requests for main department desk/phone.
4. Greet visitors and maintain front office amenities.
5. Develop weekly one on one meeting with Chair and Sr. Admin Director in order to efficiently meet all of their needs and requests in their 3 academic missions, i.e., clinical, educational and research.
6. Assist your provider in their clinical role by working closely and cooperatively with all clinic personnel on patient related issues, i.e., maintaining patient electronic medical records, billing, follow-up patient calls, etc. (appropriate software training provided).
7. Assist your provider in their research and publications efforts, including, finding online references/journal articles, organizing references in Endnote/Mendeley, formatting manuscripts, submitting articles or book chapters for review (appropriate software training provided).
8. Assist your provider in their teaching/education responsibilities by assisting in preparing PowerPoint presentations, handouts, and related education materials, etc. (appropriate software training provided).
9. Maintain provider’s CVs (in MBM system) and certifications for state licenses, DEA, credentialing reappointments, etc.
10. Make travel and hotel arrangements, register for conferences, and assist in the travel reimbursement process (appropriate software training provided).
11. Transcribe letters, emails and complete forms regarding the provider’s administration and academic mission responsibilities.
12. Respond to medical record requests. Schedule attorney depositions, conferences, and coordinate billing for these services.
13. Provide coverage support for other administrative staff when out of the office.
14. Provide staff support for Department activities (Summer BBQ, Holiday events, Hospital/Department activities, annual symposium).
15. General office support: maintain copy machine and supply area, conference rooms calendar/IT support, faxing, emailing, filing, answering phones, refill office supplies/snacks with store supplies, etc.
16. Other projects as assigned by Chair, Sr. Admin Director, and Faculty & Staff Ops Director.
Work Conditions
Nearly continuously: office environment
Work Environment and Level of Frequency typically required
Nearly Continuously: Office environment.
Physical Requirements and Level of Frequency that may be required
Nearly Continuously: Sitting, hearing, listening, talking.
Often: Repetitive hand motion (such as typing), walking.
Seldom: Bending, reaching overhead.
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
Special Instructions Summary
Additional Information

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.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  • * Do you have a related Associate's degree or equivalency? (2 years related work experience may be substituted for 1 year of education)
    • Yes
    • No
  • * Do you have three or more years of clerical/administrative experience?
    • Yes
    • No
  • Indicate your level of expertise in MS Office (Word, Excel, PowerPoint, Outlook, etc.)
    • Basic
    • Intermediate
    • Advanced
  • Do you have previous work experience in a college/university environment?
    • Yes
    • No
  • How many years of supervisory experience do you have?
    • No experience
    • Less than 1 year
    • 1 year or more, but less than 2 years
    • 2 year or more, but less than 4 years
    • 4 years or more

    • Applicant Documents
    Required Documents
  • Resume
    • Optional Documents
  • Cover Letter
  • Addendum to the University of Utah - Veteran Only - Call 801.581.2169 after submission
  • Appropriate discharge document (such as a DD-214 – Member Copy 4) – Veteran Only – Call 801.581.2169

    • University Human Resource Management
    250 East 200 South, Suite 125 Salt Lake City, UT 84111
    Contact us: (801) 581-2169 By Email: [email protected]

     


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