Job Description

University of Utah Job Description

Job Summary

Provides complex administrative support for department management. Coordinates and oversees the work of support staff.

Qualifications

Associate degree in business or equivalency required. Three years full-time secretarial experience and demonstrated human relation and effective communication skills required.

Knowledge of basic bookkeeping practices and direct supervisory experience preferred.

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.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

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.

Essential Functions

1. Assists department with business planning and goal setting.
2. Assists with the development of department budgets.
3. Schedules, plans and coordinates work actions of support staff.
4. Maintains budget records, such as reconciling accounts and preparing expenditure statements.
5. Collects, organizes and analyzes data for specialized reports.
6. Coordinates the collection and preparation of operating reports.
7. Assists with the implementation of department and University policies and procedures.
8. Provides administrative support to upper level department management by scheduling appointments, coordinating meetings and conferences and maintaining and ordering office supplies.

Problem Solving

This position is responsible for solving office problems such as payroll or accounts payable issues, solving staff, faculty and student problems or directing them to someone whom can and supervisory and personnel issues. Plans and expedites the flow of work while ensuring the smooth operation of the office under the pressure of frequent interruptions and changes in priorities.

Comments

Administrative Assistants in hospital and clinic departments must report to a Service Director or the equivalent. In addition to the essential functions listed for this position, incumbents in this position may be assigned to complete the duties and demonstrate the competencies needed for the Executive Secretary position.

Work Environment and Level of Frequency typically required

Nearly Continuously: Office environment.

Physical Requirements and Level of Frequency that may be required

Nearly Continuously: Sitting, hearing, listening, talking.

Often: Repetitive hand motion (such as typing), walking. 

Seldom: Bending, reaching overhead.

The staff member must be able to demonstrate the knowledge and skills necessary to provide care appropriate to the age of the patients served on his or her assigned unit.  The individual must demonstrate knowledge of the principles of life span growth and development and the ability to assess data regarding the patient's status and provide care as described in the department's policies and procedures manual.