PS Administrative Assistant

University of Utah, United States

Updated: almost 2 years ago
Location: Salt Lake City, UTAH
Job Type: FullTime
Deadline: The position may have been removed or expired!

Skip to Main Content

Toggle navigation
  • Home
  • Search Jobs
  • Job Alerts
  • Log In /Create Account
  • Help

PS Administrative Assistant
Bookmark this Posting | Print Preview | Apply for this Job
Announcement
Details


Open Date 06/27/2022
Requisition Number PRN31163B
Job Title PS Administrative Assistant
Working Title Pediatrics Payroll & Personnel Representative
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
Monday – Friday, 8:00 am – 4:30 pm.
Position offers hybrid onsite/telework options. Required to be onsite at least 2 – 3 days per week dependent on operational needs.
VP Area U of U Health - Academics
Department 00848 - Pediatric Administration
Location Campus
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range $18.41 - $24.85
Close Date
Open Until Filled Yes
Job Summary
Job Summary
The Department of Pediatrics at the University of Utah School of Medicine is seeking a payroll and personnel representative with advanced administrative and computer skills to provide complex administrative support to the department’s centralized faculty and staff administration team. The Pediatrics Payroll & Personnel Representative will manage all payroll activities in the Department of Pediatrics, acting as the primary payroll reporter for the department; manage all administrative aspects of FMLA, parental leave, and other leaves of absence; manage and track multiple processes and maintain associated databases; assist with the department’s new-hire orientation; manage and oversee the staff off-boarding process; provide support, analysis and assistance with personnel actions and processes; and complete special projects and other duties as assigned.
The Department of Pediatrics is the second largest department in the University of Utah School of Medicine and one of the largest pediatric departments in the country. We are committed to improving the lives of children through excellence in advocacy, education, research, and clinical care. For more information about the Department of Pediatrics, please visit: http://medicine.utah.edu/pediatrics/ . Mutual respect and appreciation are highly valued in the department.
The University of Utah offers a comprehensive benefits package including:
  • Excellent health care coverage at affordable rates
  • 14.2% retirement contributions that vest immediately
  • Generous paid leave time
  • 10 paid Holidays per year
  • 50% tuition reduction for employee, spouse, and dependent children
  • Flex spending accounts
  • 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
  • Growth and professional development opportunities


Additional benefits information is available at www.hr.utah.edu/benefits
Responsibilities
Essential Functions
  • Manages all payroll activities for the department, comprised of 650+ staff employees in 27 divisions and enterprises. Acts as the primary payroll reporter for the department: reviews and finalizes payroll at the end of each pay period, creates and disseminates overtime reports, assists with and resolves payroll issues, prepares and processes special payments, sets-up new employees and supervisors in Kronos, and maintains Kronos groups and group lists.
  • Provides in-depth Kronos Supervisor training. Maintains and updates the department’s Kronos training manual. Disseminates important Kronos and payroll related updates and reminders to the Department.
  • Advises managers, faculty, and staff on payroll related policies, guidelines, and processes; ensures consistency and adherence to applicable policies, procedures, and laws.
  • Prepares payroll reports and reconciles payroll discrepancies.
  • Processes and tracks faculty CIP payments for divisions each pay period, as well as annual and recurring CIP payments.
  • Manages and tracks medical leave, including FMLA, parental leave, and medical leave of absences. Ensures that the appropriate leave type and dates are accurately recorded in PeopleSoft; notifies Absence Management of discrepancies and required changes; and maintains internal tracking spreadsheets and reports. Stays apprised of Federal laws and University regulations. Acts as an expert resource; informs staff and managers of available medical leave options and guidelines; provides guidance on the application process and routes documents to the appropriate department for processing.
  • Tracks required regulatory trainings, licensures, and certifications. Prepares and sends notification reminders to staff and managers when renewal deadlines are approaching.
  • Tracks the department’s staff evaluation process, including 3-month, 5-month, and annual evaluations. Sends notification reminders to appropriate supervisor for 3- and 5-month performance evaluations. Sends notifications to the department at end-of-year to prepare for annual evaluations and follow up notifications to divisions to keep the evaluation process on track.
  • Assists with conducting monthly new-hire orientations. Creates a wide variety of correspondence and documentation using Word, Excel, and PowerPoint.
  • Oversees the staff off-boarding process. Disseminates off-boarding and exit interview information; ends computer, building, and parking access accordingly; and maintains internal termination log.
  • Coordinates and manages all aspects of the department’s onsite offerings including the department’s quarterly TIAA and Fidelity investment meetings for staff/faculty and an annual blood drive with ARUP. Arranges dates, secures locations, and prepares and disseminate schedules and sign-ups.
  • Maintains electronic files. Scans and indexes documents into centralized databases.
  • Provides administrative support for all team members as needed, which includes but is not limited to faculty and staff administration, human resources, provider credentialing and malpractice, academics, and other areas of Pediatric Administration.
  • Performs other related duties and ad hoc projects as assigned.


    • Disclaimer
    This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.
    Problem Solving
    This position is responsible for solving office problems such as payroll or accounts payable issues, solving staff, faculty and student problems or directing them to someone whom can and supervisory and personnel issues. Plans and expedites the flow of work while ensuring the smooth operation of the office under the pressure of frequent interruptions and changes in priorities.
    Comments
    Administrative Assistants in hospital and clinic departments must report to a Service Director or the equivalent. In addition to the essential functions listed for this position, incumbents in this position may be assigned to complete the duties and demonstrate the competencies needed for the Executive Secretary position.
    Work Environment and Level of Frequency typically required
    Nearly Continuously: Office environment.
    Minimum Qualifications
    Associate degree in business or equivalency (2 years related work experience may be substituted for 1 year of education) 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
    Preferences
    • Computer skills and proficiency in Microsoft Word, Excel, PowerPoint and Outlook. Ability to learn new computer applications and programs with minimal training.
    • Advanced communication skills, both oral and written.
    • Previous experience managing and tracking complex processes and projects in a large organization.
    • Exceptional interpersonal skills.
    • Excellent organizational and time management skills with strong attention to detail. Ability to effectively manage multiple projects and competing deadlines.
    Type Benefited Staff
    Special Instructions Summary
    Additional Information
    The University of Utah values candidates who have experience working in settings with students from diverse backgrounds and possess a strong commitment to improving access to higher education for historically underrepresented students.
    Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities and protected veterans are 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:
    Director/ Title IX Coordinator
    Office of Equal Opportunity and Affirmative Action (OEO/AA)
    135 Park Building
    Salt Lake City, UT 84112
    801-581-8365
    [email protected]
    Online reports may be submitted at     oeo.utah.edu
    For more information: https://www.utah.edu/nondiscrimination/
    To inquire about this posting, email:     [email protected] or call 801-581-2300.
    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.

    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

    • Applicant Documents
    Required Documents
  • Resume
  • Cover Letter
    • Optional Documents
  • 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]

     


    To ensure the security of your data, you will be logged out due to inactivity in 3 minutes at
    .
    Any data not saved will be lost.
    Click 'OK' to keep your session active.

    Similar Positions