Job Details

Administrative Assistants

Position Number: 9751912
Location: Salt Lake City, United States
Position Type: Secretary and Administrative Assistants

Administrative Assistants

Job Summary

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: http://medicine.utah.edu/pediatrics/. 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 https://benefits.utah.edu/.

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.

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.Job Code: SZ2733Grade: S16Expected 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: SZ2734Grade: S18Expected 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:

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.

The Department will screen applicants according to the identified preferences.

Special Instructions

Requisition Number: PRN45851B
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.
Department: 00848 - Pediatric Administration
Location: Campus
Pay Rate Range: Depends on Experience
Close Date: 11/06/2026
Open Until Filled:

To apply, visit <a href=""https://apptrkr.com/9751912"">https://utah.peopleadmin.com/postings/206751