Administrative Assistants

Job Summary:

The Division of Administration has an immediate opening for an Administrative Assistant in the Department of Pediatrics at the University of Utah Spencer F Eccles School of Medicine. This position will serve as front desk support while also functioning as an administrative floater, providing short\- and long\-term coverage for other administrative staff during planned and unplanned absences across the department. This position 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.

*This position is posted at multiple job levels. Each level has distinct qualifications and 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 (optional):

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.

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:

Customer Service and Professionalism

• Serves as a welcoming and respectful first point of contact for patients and staff.
• Resolves or directs inquiries from visitors, staff, and faculty.
• Maintains confidentiality and tact.

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 department operations.

Data \& Reporting Responsibilities

• Collect, compile, and maintain monthly operational and clinical tracking data from various systems.
• Prepare summaries and provide accurate data for department operations, quality improvement initiatives, and leadership decision\-making.

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.
• 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, I

Performs routine tasks as directed and under close supervision.

Requires little to no related experience.

This is an Entry\-Level position in the Support track.

Job Code: SZ2731

Grade: S12

Expected Pay Range: $15\.00 to $20\.27

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

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

EQUIVALENCYSTATEMENT: 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, I: Requires little to no related experience.

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

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

Preferences

Preferences:

• Associate’s degree in business or equivalency.
• Three years full\-time administrative experience
• Demonstrated human relation and effective communication skills.

Applicants will be screened according to 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 https://oeo.utah.edu

https://publicsafety.utah.edu/safetyreport/ 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.

Posting Specific Questions

• ------------------------------

Required fields are indicated with an asterisk (\*).

\ What is your highest level of completed education?

+ None

+ High School Diploma or Equivalent

+ Associate Degree

+ Bachelor's Degree

+ Master's Degree

+ Doctorate Degree

\ How many years of related work experience do you have?

+ Less than 2 years

+ 2 years or more, but less than 4 years

+ 4 years or more, but less than 6 years

+ 6 years or more, but less than 8 years

+ 8 years or more, but less than 10 years

+ 10 years or more, but less than 12 years

+ 12 years or more, but less than 14 years

+ 14 years or more

\ Please indicate your skill level in Microsoft Office applications (Excel, Word, Outlook, etc.):

+ Basic

+ Intermediate

+ Advanced

Applicant Documents

• -----------------------

Required Documents

• Resume
• Cover Letter

Optional Documents

Open Date 04/02/2026

Requisition Number PRN44629B

Job Title Administrative Assistants

Working Title Administrative Assistants

Career Progression Track S00

Track Level S3 \- Skilled, S2 \- Intermediate, S1 \- Entry Level Support

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

Full\-time with benefits, 40 hrs/wk. Mon\-Fri, 8:00 a.m. – 5:00 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 07/02/2026

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

Job Summary