Administrative Assistants

Job Summary

Perform a variety of administrative support duties for the Department of Dermatology 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 group / department policies.

May make contacts of a sensitive, complex, and confidential nature.

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.

This position may be hired at a level II or III, depending on experience.

• Calendaring for providers including out of office communications, meeting coordination with multiple attendees, and conference room reservations.
• Provide support to medical staff with Epic pool management.
• Answer incoming phone calls, and make outgoing calls to patients, etc.
• Facilitate and monitor Patient Assistance programs/enrollment.
• Meeting scheduling, agendas, minutes, and following up on action items.
• Update and maintain CVs.
• Help coordinate travel and travel reimbursement.
• Coordinate IT support and troubleshooting for providers.
• Sort and prioritize mail.
• Facilitate scheduling and other requests for high priority patients.
• Support biologics tracking and orders.
• QGenda schedule management for providers.
• Perform clerical tasks.
• Assist with department projects.
• Other tasks as assigned.

Nearly continuously: office environment.

• Nearly Continuously:
  Sitting, hearing, listening, talking.
• Often:
  Repetitive hand motion (such as typing), walking.
• Seldom:
  Bending, reaching overhead.

• 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: S22732.
• 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: S22733.

• 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.

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The requirement not to discriminate in education programs or activities extends to admission and employment.

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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.