PS Executive Assistant

Job Summary

The Executive Administrative Assistant provides high‑level administrative and operational support to the Chief of the Division of Transplant Surgery and partners closely with the Associate Director of Operations. This role coordinates complex scheduling, supports divisional operations, and ensures efficient communication across leadership, faculty, and staff. The position requires exceptional attention to detail, professionalism, and the ability to manage sensitive and fast‑paced workflows within an academic medical environment.

• Serve as the primary administrative partner to the Division Chief, managing calendars, correspondence, meetings, and priority tasks.
• Prepare agendas, presentations, briefing materials, and follow‑up communications.
• Handle confidential information with discretion and professionalism.
• Support day‑to‑day division operations in collaboration with the Associate Director of Operations, including workflow coordination and administrative process improvement.
• Maintain divisional documents, records, and databases.
• Manage purchasing activities, including supply ordering, invoices, reimbursements, and expense tracking.
• Coordinate travel arrangements for surgeons and faculty, including airfare, lodging, registration, itineraries, and reimbursement documentation.
• Maintain and distribute the surgeon call schedule, ensuring accuracy and timely updates.
• Assist with onboarding, event and meeting coordination, and routine communications with faculty, staff, and external partners.
• Provide general administrative support for division activities and projects as assigned.
• Perform other duties and tasks as requested by division leadership to support operational needs.

• Bachelor’s degree in Business, Finance, Health Care Administration or a related field, or equivalency (one year of education can be substituted for two years of related work experience).
• Two years office management and supervisory experience, demonstrated knowledge of finance and budgeting, and public relations skills.
• Demonstrated human relations and effective communication skills.
• Must meet patient‑sensitive employee immunization requirements per CDC and hospital policy; exemptions may be made for documented medical contraindications or religious beliefs.
• Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

• Experience supporting senior leaders in a healthcare or academic medical environment.
• Proficiency with complex calendar management, multi‑participant scheduling, and prioritization across competing demands.
• Strong note‑taking, documentation, and information‑retention skills to support independent task execution.
• Demonstrated initiative, follow‑through, and reliability in completing assignments with minimal oversight.
• Ability to align work with leadership direction, maintain professionalism, and anticipate operational needs.
• Familiarity with medical scheduling systems (e.g., QGenda, Amion).
• Experience with purchasing systems and travel coordination.
• Knowledge of healthcare administrative workflows.
• Professionalism, discretion, and strong interpersonal communication.
• High attention to detail and accuracy.
• Ability to manage multiple priorities in a dynamic environment.
• Strong organizational and independent problem‑solving skills.
• Initiative, accountability, and follow‑through.

Nearly continuously:
Office environment.

• Sitting, hearing, listening, talking.
• Repetitive hand motion (such as typing), walking.

Required Documents

• Resume

Optional Documents

• Cover Letter

• * Do you have a related Bachelor's degree or equivalency? (2 years related work experience may be substituted for 1 year of education)
  • Yes
  • No
• * Indicate the number of years of office management and/or supervisory experience that you have:
  • Less than 1 year
  • 1 year or more, but 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
• * Indicate your level of knowledge/expertise in finance/budgeting:
  • None
  • Minimal
  • Moderate
  • Extensive
• * Do you have previous work experience in a college/university environment?
  • Yes
  • No

The University of Utah is an affirmative action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, genetic information, or protected veteran’s status. The University does not discriminate against sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106.