Administrative Assistant

Job Summary Job Summary: The Division of Pediatric Pulmonary and Sleep Medicine 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 division consists of 12 full-time faculty, 2 part-time faculty, 6 full-time APPs, 7 clinical nurses, and 1 research medical assistant that practice primarily at Primary Children’s Hospital (PCH), Primary Children’s Outpatient Services Building, and PCH Lehi. The Administrative Assistant will 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. A skills assessment will be administered to measure written communication, attention to detail, critical thinking, and computer skills. 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. Division Administrative Support Provide fundamental administrative support to the Pediatric Pulmonary and Sleep Medicine Division by coordinating communications, managing office tasks, and serving as a primary point of contact for internal and external colleagues. 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. Utilizing several software platforms: enter the inpatient schedule into the division’s on‑call system. Leadership Support & Complex Scheduling Provide high‑level administrative support to division leadership, including the Division Chief, Medical Directors, and Division Administrator, as requested. 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. This includes setting up for meetings, including virtual technology, arranging snacks for meetings, and assisting with taking attendance. Compile medical director logs, create invoices for Outreach travel, support missing notes tracking, and assist with quality and compliance‑related administrative functions. Faculty Support Responsibilities In collaboration with the other administrative assistants in the Division, coordinate all aspects of recruitment workflows for faculty and fellowship candidates. Make travel and lodging arrangements, build detailed itineraries, coordinate interviews, plan meals or catering, and serve as the primary liaison with candidates throughout the process, as requested. Escort candidates during on‑site visits and represent the Division and Department in a professional and welcoming manner. Manage logistics for didactic conferences, including scheduling speakers, distributing reminders, reserving rooms, and monitoring attendance. Serve as CME Coordinator for Grand Rounds and other conferences by creating weekly invitations, collecting CME documentation, submitting materials to the CME office, and maintaining audit‑ready CME files. Arrange conference travel for faculty and staff and ensure all related documentation is prepared accurately, as requested. Assist faculty with renewing medical licenses, DEA registrations, certifications, and association memberships. Maintain faculty CVs in the university’s internal CV system (Faculty Profile / Activity Insight). Financial & Purchasing Responsibilities 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. Policy, Compliance & Departmental Alignment Stay current with University, Department, and Division policies and procedures; assist with their implementation and ensure consistent adherence. Support compliance needs related to CME, credentialing, academic activity reporting, and clinical documentation requirements. General Administrative & Team Support Provide back‑up support to administrative counterparts within the Department of Pediatrics 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. Professional Competencies Demonstrate proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and the ability to quickly learn new software applications. Exhibit excellent oral and written communication skills, strong proofreading and editing capabilities, and professional etiquette. Maintain exceptional organization, prioritization skills, accuracy, and attention to detail while managing multiple tasks and deadlines. Be a self‑starter and proactive in anticipating upcoming projects, calendar conflicts, etc. Work effectively with minimal supervision, take directions from multiple supervisors, maintain flexibility, and contribute positively to team culture and division operations. The following job levels and associated pay rates will be considered based on job placement. Final placement, including the corresponding pay rate, will be determined by the department in alignment with business needs and budget considerations. 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. 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. 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 Preferences Associate’s degree in business or equivalency. Three years full‑time administrative experience. Knowledge of basic expense management practices. The Department will screen applicants according to the identified preferences. Special Instructions Requisition Number: PRN45721B Full Time or Part Time? Full Time Work Schedule Summary: Monday — Friday, 8:00 a.m. — 4:30 p.m. Hours may vary based on operational needs.Opportunities for a hybrid telework schedule may be considered after the initial training period, provided the arrangement is supported by operational needs and individual performance. Telework arrangements are not guaranteed and may be modified or discontinued at any time based on business requirements or performance. Employees approved for hybrid telework must provide their own private workspace, secure internet connection, and demonstrate the ability to work independently. Department: 00848 – Pediatric Administration Location: Campus Pay Rate Range: Depends on Experience Close Date: 10/21/2026 Open Until Filled #J-18808-Ljbffr University of Utah