Administrative Office Specialist

Overview

As a patient-focused organization, University of Utah Health exists to enhance the health and well-being of people through patient care, research and education. Success in this mission requires a culture of collaboration, excellence, leadership, and respect. University of Utah Health seeks staff that are committed to the values of compassion, collaboration, innovation, responsibility, integrity, quality and trust that are integral to our mission. EO/AA

REQUIRES COMPENSATION DEPARTMENT APPROVAL PRIOR TO POSTING. This position performs higher level office support duties and provides specialized program support for a larger department. The incumbent will perform a wide range of administrative office duties including conducting research, preparing statistical reports and spreadsheets, preparing correspondence, reports and presentations, handling information requests, planning conferences and meetings, providing purchasing and payroll support, fulfilling employment administration requirements, making travel arrangements, and maintaining calendars and schedules.The incumbent may also coordinate the activities of committees that are working on special projects and initiatives within the department and/or organization. This position is not responsible for direct patient care.

Corporate Overview: The University of Utah is a Level 1 Trauma Center and is nationally ranked and recognized for our academic research, quality standards and overall patient experience. Our five hospitals and eleven clinics provide excellence in our comprehensive services, medical advancement, and overall patient outcomes.

Responsibilities

Essential Functions

• Prepares presentation materials for use by others, edits content and adds appropriate graphic and design elements. These responsibilities may include creating basic web content for department PULSE site.
• Composes and/or prepares correspondence, memorandums, promotional materials, forms, newsletters, manuals, and reports using appropriate word processing and spreadsheet tools.
• Performs basic statistical calculations on data for reports and presentations.
• Plans, prioritizes, and schedules meetings and appointments for directors and other management, as assigned.
• Makes decisions on a daily basis regarding calendars, appointments, and scheduling.
• Performs specialized administrative duties required to support the specific department initiatives, using discretion to make judgments based on operating guidelines and policies.
• Supports purchasing requirements for the department, researches items and obtains price quotes, as required, entering information into university systems, following up on purchase orders, and maintaining P-Card information, as required.
• Supports human resource and payroll processes as a primary contact or backup for payroll preparation and submission, leave tracking, appointment papers, and other requirements as assigned.
• Prepares and follows up on staffing requisitions, and schedules interviews.
• Arranges and coordinates travel and travel reimbursement for staff, as assigned by the director's office.
• Compiles and maintains information that may require web or other research, gathering, compiling, and updating data and records.
• Performs other administrative specialist duties in support the mission and function of the department, as required.
• May supervise others in ensuring that processes and protocols are maintained.

Knowledge / Skills / Abilities

• Ability to perform the essential functions of the job as outlined above.

• Demonstrated computer, Microsoft Office, organization, human relations, and effective communication skills.

• Demonstrated knowledge of basic bookkeeping practices and project management skills.

Qualifications

Required

• High school diploma, or equivalency.
• Five years of progressively more responsible experience in an office or administrative support setting.
• Depending upon department of hire, a valid, State of Utah Driver's License may be required.

Qualifications (Preferred)

Preferred

• Working knowledge of KRONOS and iCims applications.

Working Conditions and Physical Demands

Employee must be able to meet the following requirements with or without an accommodation.

• This is a sedentary position in an office setting that may exert up to 10 pounds and may lift, carry, push, pull, or otherwise move objects. This position involves sitting most of the time and is not exposed to adverse environmental conditions.

Physical Requirements

Non Indicated