Administrative Assistants

Details Open Date 08/06/2026 Requisition Number PRN45851B Job Title Administrative Assistants Working Title Administrative Assistants Career Progression Track S00 Track Level P4 - Advanced, P3 - Career 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 a.m. – 4:30 p.m. Hours may vary based 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 Depends on Experience Close Date 11/06/2026 Priority Review Date (Note - Posting may close at any time) Job Summary The Education Enterprise has an immediate opening for an Administrative Assistant, in the Department of Pediatrics at the University of Utah Spencer F. Eccles School of Medicine. The Administrative Assistant serves as a key member providing comprehensive administrative support to the Vice Chair of Education, Pediatric Residency Program Director, Operations Manager, Program Managers, Associate Program Directors, and other educational leaders. This position plays an integral role in supporting the department’s educational mission by ensuring efficient office operations, coordinating administrative activities, and facilitating communication across graduate medical education programs, faculty, staff, and trainees. Working in a fast-paced academic medical environment, this position manages complex scheduling, meeting and event coordination, travel and financial processes, office operations, and a variety of administrative projects while maintaining confidentiality and professionalism. Through exceptional organization, proactive problem-solving, and a strong commitment to customer service, the Administrative Assistant contributes to the success of the department’s educational programs and supports the delivery of high-quality medical education. This position is posted at multiple job levels. Each level has distinct qualifications, responsibilities, which will be evaluated during the selection process. Final placement, including the associated pay rate, will be determined based on business needs and budget considerations. Department Summary 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: Mutual respect and appreciation are highly valued in the department. Benefits Summary The University of Utah offers a comprehensive benefits package including: 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 Additional benefits information is available at Employee Health Requirements This position is patient-sensitive and must fulfill all associated vaccination requirements, or be approved for an exemption, prior to the first day of work. 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. Responsibilities Essential Functions 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. Serve as the primary point of contact for the Education Office by professionally greeting visitors, responding to inquiries, managing incoming communications, and directing faculty, trainees, staff, and external stakeholders to appropriate resources. Build collaborative relationships and provide exceptional customer service to faculty, trainees, staff, institutional partners, and external organizations while maintaining professionalism, discretion, and confidentiality. Responsible for efficient management of the routine tasks of the front office. Coordinate office operations, including supply inventory, equipment maintenance, mail distribution, workspace organization, and conference room reservations. Assist in various administrative tasks essential to efficient program operations. Manage complex calendars and schedules for educational leadership, coordinating meetings, educational activities, travel, and competing priorities while anticipating scheduling conflicts and proactively resolving issues. Coordinate meetings, retreats, educational conferences, and special events by preparing agendas, scheduling participants, reserving space, arranging technology, documenting meeting minutes, tracking action items, and ensuring timely follow-up. Provide complex administrative support to the Vice Chair, Pediatric Residency Program Director, and the Operations Manager through calendar management, coordination of meetings, preparations of materials, and administrative project support. Keep apprised of and assist in the implementation of university, department, and division policies and protocols. Process purchasing requests, travel reimbursements, payment requests, procurement transactions, campus orders, and other financial documents while maintaining accurate funding records and ensuring compliance with university and departmental financial policies. Prepare, proofread, edit, and format professional correspondence, alumni newsletter, presentations, reports, educational materials, meeting minutes, and other documents requiring a high degree of accuracy, confidentiality, and attention to detail. Identify opportunities to improve administrative processes and workflows, recommend innovative solutions, and participate in continuous quality improvement initiatives to enhance operational efficiency and customer service. Independently prioritize multiple assignments, exercise sound judgment, anticipate operational needs, and successfully manage competing deadlines in a fast-paced academic medical environment. Participate in departmental committees, special projects, and other duties as assigned to support the mission and strategic priorities of the Department of Pediatrics Education Enterprise. Perform other related duties as assigned and participate in diverse administrative projects according to fluctuating division and department needs. Competencies Communication Demonstrates excellent verbal and written communication skills, adapting communication style effectively for diverse audiences including faculty, trainees, staff, institutional partners, and external stakeholders. Produces professional correspondence, reports, agendas, presentations, and other materials with a high degree of accuracy, clarity, and professionalism. Organization and Time Management Maintains exceptional organizational skills and attention to detail while managing multiple priorities, deadlines, and competing demands in a fast-paced environment. Effectively coordinates complex schedules, meetings, events, and administrative activities with minimal oversight. Customer Service and Relationship Building Provides responsive, professional, and service-oriented support to internal and external customers. Builds and maintains collaborative working relationships while demonstrating professionalism, tact, discretion, and confidentiality. Initiative and Problem Solving Anticipates needs, identifies challenges, and develops practical solutions to support efficient operations and positive outcomes. Demonstrates sound judgment, resourcefulness, and the ability to work independently while knowing when to seek guidance. Adaptability and Flexibility Remains effective in a dynamic environment with changing priorities, deadlines, and business needs. Demonstrates flexibility and a willingness to support diverse projects and operational needs across the Education Enterprise. Technical Proficiency Demonstrates proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and other business technologies. Learns and adopts new software systems, technologies, and processes efficiently. Professionalism and Confidentiality Handles sensitive, confidential, and complex information with discretion and integrity. Demonstrates reliability, accountability, and a commitment to maintaining professional standards. Collaboration Works effectively as a member of a collaborative team while successfully supporting multiple leaders and stakeholders. Receives and implements direction from multiple supervisors while maintaining a positive and solution-focused approach. Administrative Assistants, III Completes assignments with little supervision. May assist less-experienced team members. Requires 3+ years of related experience. This is a Skilled Level position in the Support track. Job Code: SZ2733 Grade: S16 Expected Pay Range: $20.03 to $25.21 Administrative Assistants, IV Highest-level support. Performs advanced tasks under minimal supervision. May mentor less-experienced team members. Requires 5+ years of related experience. This is a Highly Skilled Level position in the Support track. Job Code: SZ2734 Grade: S18 Expected Pay Range: $23.15 to $29.13 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. Minimum Qualifications EQUIVALENCY STATEMENT : 1 year of higher education can be substituted for 1 year of directly related work experience (Example: bachelor’s degree = 4 years of directly related work experience). Department may hire employee at one of the following job levels: Administrative Assistants, III : Requires 3+ years of related experience. Administrative Assistants, IV: Requires 5+ years of related experience. Preferences Experience in supporting complex projects from planning through implementation. Experience planning and coordinating large-scale events, meetings, or programs. Knowledge of or experience working in academic medicine. Type Benefited Staff 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 View phone number on click.appcast.io 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 View phone number on click.appcast.io or View phone number on click.appcast.io or University Human Resource Management at View phone number on click.appcast.io 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 possess a strong commitment to improving access to higher education. 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. Consistent with state and federal law, the University of Utah 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 Title IX (OEO). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at the: University of Utah Non-Discrimination page. Online reports may be submitted at 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. As per University of Utah policy 5-108: Transfer of Benefits Eligible Staff Members, a new hire to the University of Utah who is still serving a 12 month probationary period will not be hired into another University of Utah job (a transfer) until the successful completion of the probationary period. #J-18808-Ljbffr Utah