Administrative Assistants

University of Utah

Salt Lake City, UT

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JOB DETAILS

SALARY

$17.33–$23.43 Per Hour

SKILLS

Accidental Death and Dismemberment (AD&D), Administrative Skills, Background Investigation, Budget Reporting, Budgeting, Calendar Management, Candidate Screening, Cardiology, Cellular Telephone, Clinical Data, Clinical Study Publications, Code of Federal Regulations, Communication Skills, Conference Management, Copying Machines, Detail Oriented, Disability Accommodations, Documentation, Editing, Establish Priorities, Expense Tracking, Fax Machines, File Maintenance, Financial Reporting, Fitness, Flexible Spending Accounts, Higher Education, Identify Issues, Information/Data Security (InfoSec), Insurance, Inventory Management, Leadership, Life Insurance, Mail Processing, Maintain Compliance, Maintenance Services, Medicine, Meeting Minutes, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multitasking, Office Equipment, Operational Improvement, Operational Support, Order Supplies, Organizational Skills, Payment Processing, Pediatrics, Presentation/Verbal Skills, Printers, Problem Solving Skills, Proofreading, Public Safety, Purchase Orders, Purchasing/Procurement, Quality Assurance, Quality Management, Reconciliation, Reimbursement, Restaurant, Retail, Retail Management, Time Management, Travel Planning, Tuition Fees, United States Drug Enforcement Agency (DEA), University/School Policies, Veterinary Hospital, Writing Skills

LOCATION

Salt Lake City, UT

POSTED

6 days ago

Announcement

Details

Open Date
03/25/2026

Requisition Number
PRN44561B

Job Title
Administrative Assistants

Working Title
Administrative Assistants

Career Progression Track
S00

Track Level
S4 - Highly Skilled, S3 - Skilled, S2 - Intermediate

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.

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.

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
06/25/2026

Priority Review Date (Note - Posting may close at any time)

Job Summary

Job Summary:

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.

The Division of Pediatric Cardiology at the University of Utah School of Medicine is seeking to hire an Administrative Assistant. This role 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.

The department may choose to hire at any of the below job levels and associated pay rates based on their business need and budget.

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

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 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.

Leadership Support & Complex Scheduling

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.

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.

Data & Reporting Responsibilities

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.

Policy, Compliance & Departmental Alignment

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.

General Administrative & Team Support

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.

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.
Work effectively with minimal supervision, take directions from multiple supervisors, maintain flexibility, and contribute positively to team culture and division operations.

The department may choose to hire at any of the below job levels and associated pay rates based on their business need and budget.

Administrative Assistants, II
Completes routine tasks under moderate supervision.

Requires at least 1 year of related experience.

This is an Intermediate Level position in the Support track.

Job Code: SZ2732

Grade: S14

Expected Pay Range: $17.33 to $23.43

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 $27.07

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 $31.29

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, II: Requires at least 1 year of related experience.

Administrative Assistants, III: Requires 3+ years of related experience.

Administrative Assistants, IV: Requires 5+ years of related experience.

Preferences

Preferences:

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.

The Department will screen applicants according to the identified preferences.

Type
Benefited Staff

Special Instructions Summary

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 (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.

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

This 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.

About the Company

University of Utah

The state’s oldest and largest institution of higher education, the University of Utah is the flagship university of the state. The University offers more than 100 undergraduate and 90 graduate degree programs to more than 31,000 students (23,500 undergraduate and 7,500 graduate). The University is noted for its high research profile, its diversity of ideas and people, its stunningly beautiful setting and the warmth, friendliness, and collegiality of its faculty staff, and students. Imagine yourself working in a collaborative, creative, respectful environment where everyone’s contribution is needed and appreciated – University of Utah!

COMPANY SIZE

1,500 to 1,999 employees

INDUSTRY

Education

FOUNDED

1850

WEBSITE

http://www.utah.edu/

Administrative Assistants

University of Utah

Salt Lake City, UT

About the Company

University of Utah

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