University of Utah Health Research · 6 hours ago
Administrative Assistant
Salt Lake City, UT
Full-time
Hybrid
Entry, Mid, Senior Level
1+ years expUniversity of Utah Health Research is looking for an experienced Administrative Assistant to support its division of Pediatric Nephrology. The role involves providing comprehensive administrative support, managing communications, coordinating recruitment workflows, and ensuring smooth office operations.
Higher Education
Responsibilities
Provide fundamental administrative support to the Pediatric Nephrology 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 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
Provide high-level administrative support to division leadership, including the Division Chief, Associate Chiefs, and 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 and compliance-related administrative functions
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
Escort candidates during on-site visits and represent the Division and Department in a professional and welcoming manner
Coordinate the Nephrology fellowship interview process, including travel arrangements, interview schedules, candidate communication, and day-of escorting
Support onboarding of new fellows by preparing required documentation, managing system access needs, and coordinating orientation activities
Manage logistics for didactic conferences, including scheduling speakers, distributing reminders, reserving rooms, and monitoring attendance
Serve as CME Coordinator for fellowship conferences by creating weekly flyers, collecting documentation, submitting materials to the CME office, and maintaining audit-ready CME files
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
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
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
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
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
Qualification
Required
1 year of higher education can be substituted for 1 year of directly related work experience
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
Preferred
Associate degree in business or equivalency
Three years full-time administrative experience and demonstrated human relation and effective communication skills
Knowledge of basic expense management practices
Benefits
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
Company
University of Utah Health Research
At University of Utah Health, our world-class researchers work together to tackle some of the toughest problems in health and medicine.
5001-10000 employees
Funding
Current Stage
Late StageCompany data provided by crunchbase