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. Responsibilities - Perform a variety of administrative support duties for an individual, group, or department to ensure office operations run smoothly and efficiently - Create and maintain files, compile reports, and manage, store, and disseminate information, ensuring security and compliance of information - Assist in planning department activities, manage meeting calendars, and make travel arrangements - Track expenses, monitor and order supplies, and schedule maintenance repairs - Remain knowledgeable of department policies - May make contacts of a sensitive, complex, and confidential nature - May work for one or several department professionals, division heads, officers, or managers - Provide 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 colleagues - Manage office communication functions such as faxing, scanning, mail distribution, and maintaining shared communication tools and lists - Order and maintain inventory of office supplies for the division and collaborate with colleagues to troubleshoot issues with shared office equipment (printers, copiers, fax) as needed - Arrange conference travel for faculty and staff and ensure all related documentation is prepared accurately - Assist faculty with renewing medical licenses, DEA registrations, certifications, and professional association memberships - Maintain 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 materials - Provide high-level administrative support to division leadership, including the Division Chief, Associate Chiefs, and Section or Program Medical Directors - Manage complex calendars, schedule meetings with multiple stakeholders, and anticipate future needs to ensure smooth leadership operations - Prepare agendas, take and distribute minutes, and track action items for leadership and division meetings - Compile medical director logs, support missing notes tracking, and assist with quality, compliance, and operational administrative functions - Process payment requests, travel reimbursements, campus orders, purchase orders, and other transactions in compliance with University and Department policies - Track financial expenses, reconcile supporting documents for accuracy, and ensure timely entry into the Pediatrics financial database - Assist with ongoing financial tracking, reporting, and basic budget support for division operations - Collect, compile, and maintain monthly operational and clinical tracking data from various systems - Prepare summaries and provide accurate data for division operations, quality improvement initiatives, and leadership decision-making - Stay current with University, Department, and Division policies and procedures and assist with their implementation to ensure consistent adherence - Support compliance needs related to CME, credentialing, academic activity reporting, and clinical documentation requirements - Provide back-up support to administrative counterparts within the Department of Pediatrics and the Heart Center to ensure workflow continuity across divisions as needed - Participate in shared administrative projects across the Department, supporting initiatives based on shifting operational needs - Perform other duties as assigned Skills - Must fulfill all associated vaccination requirements, or be approved for an exemption, prior to the first day of work - At least 1 year of related experience for Administrative Assistants, II - 3+ years of related experience for Administrative Assistants, III - 5+ years of related experience for Administrative Assistants, IV - Demonstrated proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) - Excellent oral and written communication skills - Strong proofreading and editing capabilities - Exceptional organization, prioritization skills, accuracy, and attention to detail - Ability to work effectively with minimal supervision - Ability to take directions from multiple supervisors - Ability to maintain flexibility and contribute positively to team culture and division operations - Demonstrated problem solving/multi-tasking skills - Associate degree in business or equivalency - Three years full-time administrative experience - Demonstrated human relations and effective communication skills Benefits - Excellent health care coverage at affordable rates (see the Summary Comparison for more information) - 14.2% retirement contributions - Generous paid leave time - 11 paid Holidays per year - 50% tuition reduction for employees, spouses, and dependent children - Flex spending accounts - University provided basic employee life insurance coverage equal to a salary of up to $25,000 - Variety 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 services - Employee discounts on a variety of products and services, including cell phones & plans, entertainment, health and fitness, restaurants, retail, and travel - Professional development opportunities Company Overview - At 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.