Administrative Assistant

Open: 07/23/2026 – Close: 10/21/2026. Full-time, 40 hours/week.

About the role

The Division of Pediatric Pulmonary and Sleep Medicine in the Department of Pediatrics at the University of Utah Spencer F. Eccles School of Medicine seeks an Administrative Assistant. The division includes 12 full-time faculty, 2 part-time faculty, 6 full-time APPs, 7 clinical nurses, and 1 research medical assistant, primarily practicing at Primary Children’s Hospital (PCH), Primary Children’s Outpatient Services Building, and PCH Lehi.

This position provides administrative support to ensure smooth office operations, including file management, report compilation, information dissemination, meeting coordination, travel arrangements, expense tracking, supply ordering, and maintenance scheduling. The role may involve sensitive and confidential communications and may support multiple department professionals, division heads, officers, or managers.

A skills assessment measuring written communication, attention to detail, critical thinking, and computer skills will be administered. This position is posted at multiple job levels; final placement and pay rate will be determined based on business needs and budget considerations.

Responsibilities

• Perform a variety of administrative support duties to ensure efficient office operations, including creating and maintaining files, compiling reports, and managing, storing, and disseminating information while ensuring security and compliance.
• 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 and handle sensitive, complex, and confidential communications.
• Provide fundamental administrative support to the Pediatric Pulmonary and Sleep Medicine Division, including coordinating communications, managing office tasks, and serving as a primary point of contact for internal and external colleagues.
• Handle office communication functions such as faxing, scanning, mail distribution, and maintaining shared communication tools and lists.
• Order and maintain inventory of office supplies and troubleshoot issues with shared office equipment (printers, copiers, fax).
• Enter the inpatient schedule into the division’s on-call system using several software platforms.
• Provide high-level administrative support to division leadership, including the Division Chief, Medical Directors, and Division Administrator, by managing complex calendars, scheduling meetings, and anticipating future needs.
• Prepare agendas, take and distribute minutes, and track action items for leadership and division meetings, including setting up meetings, arranging virtual technology, and coordinating snacks and attendance.
• Compile medical director logs, create invoices for Outreach travel, support missing notes tracking, and assist with quality and compliance-related administrative functions.
• Coordinate all aspects of recruitment workflows for faculty and fellowship candidates, including travel and lodging arrangements, itinerary building, interview coordination, meal planning, and serving as the primary liaison with candidates.
• Escort candidates during on-site visits and represent the Division and Department professionally.
• Manage logistics for didactic conferences, including scheduling speakers, distributing reminders, reserving rooms, and monitoring attendance.
• Serve as CME Coordinator for Grand Rounds and other conferences by creating weekly invitations, collecting CME documentation, submitting materials to the CME office, and maintaining audit-ready CME files.
• 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).
• 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.
• 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.
• Participate in shared administrative projects across the Department, supporting initiatives based on shifting operational needs.
• Perform other duties as assigned.

Skills

• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and the ability to quickly learn new software applications.
• Excellent oral and written communication skills, strong proofreading and editing capabilities, and professional etiquette.
• Exceptional organization, prioritization skills, accuracy, and attention to detail while managing multiple tasks and deadlines.
• Self-starter and proactive in anticipating upcoming projects and calendar conflicts.
• Ability to work effectively with minimal supervision, take directions from multiple supervisors, maintain flexibility, and contribute positively to team culture and division operations.

Qualifications

Minimum qualifications vary by job level:

• Administrative Assistants, III (Skilled Level): 3+ years of related experience.
• Administrative Assistants, IV (Highly Skilled Level): 5+ years of related experience.

Equivalency statement: 1 year of higher education can substitute for 1 year of directly related work experience (e.g., bachelor’s degree = 4 years of directly related work experience).

Preferences

• Associate’s degree in business or equivalency.
• Three years of full-time administrative experience.
• Knowledge of basic expense management practices.

Pay

• Administrative Assistants, III: $20.03 to $25.21 per hour.
• Administrative Assistants, IV: $23.15 to $29.13 per hour.

Schedule

• Monday – Friday, 8:00 a.m. – 4:30 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.

Benefits

• Comprehensive health care coverage at affordable rates.
• 14.2% retirement contributions.
• Generous paid leave time and 11 paid holidays per year.
• 50% tuition reduction for employees, spouses, and dependent children.
• 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 insurance.
• 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.

Employee Health Requirements

This position is patient-sensitive and requires fulfillment of all associated vaccination requirements, or approval for an exemption, prior to the first day of work. Immunizations are required according to CDC standards and hospital policy. Limited exemptions may be made for documented medical contraindications or religious beliefs that object to vaccinations.