Executive Assistant

University of Utah - Salt Lake City, UT

Part-time - Entry Level

Salt Lake City, UT

Educational Services

About the position

The Executive Assistant position at the University of Utah provides high-level secretarial and administrative support for the Chair, Senior Administrative Director, and the Department of Physical Medicine and Rehabilitation. This role is situated in the Craig H. Neilsen Rehabilitation Hospital and is essential for ensuring the smooth operation of the department's administrative functions. The Executive Assistant will be responsible for managing calendars, organizing meetings, and facilitating communication within the department. This includes developing meeting agendas, taking minutes, and coordinating logistics for various departmental events and meetings. In addition to standard administrative duties, the Executive Assistant will play a crucial role in supporting the clinical, educational, and research missions of the department. This involves maintaining patient electronic medical records, assisting with billing and follow-up calls, and supporting research efforts by organizing references and formatting manuscripts. The position also requires the preparation of educational materials, such as PowerPoint presentations and handouts, to assist in teaching responsibilities. The Executive Assistant will be expected to manage travel arrangements, including booking hotels and registering for conferences, while also assisting with the reimbursement process. Other responsibilities include responding to medical record requests, scheduling attorney depositions, and providing coverage support for other administrative staff when needed. The role requires a proactive approach to support the department's activities, including organizing events and maintaining office supplies and equipment. Overall, this position is vital for the effective functioning of the department and requires a candidate who can handle multiple tasks efficiently and with a high degree of professionalism.

Responsibilities

• Maintain and organize meetings, calendars, and phone calls, including the development of meeting agendas, minutes, and task lists.
• Process all faculty/APC leave requests and maintain internal timecards.
• Filter calls and requests for the main department desk/phone.
• Greet visitors and maintain front office amenities.
• Develop weekly one-on-one meetings with the Chair and Senior Administrative Director to meet their needs in clinical, educational, and research missions.
• Assist providers in their clinical roles by maintaining patient electronic medical records, billing, and follow-up patient calls.
• Support providers in their research and publications efforts, including organizing references and formatting manuscripts.
• Assist in preparing educational materials such as PowerPoint presentations and handouts.
• Maintain provider's CVs and certifications for state licenses and credentialing reappointments.
• Make travel and hotel arrangements, register for conferences, and assist in the travel reimbursement process.
• Transcribe letters, emails, and complete forms regarding the provider's administrative responsibilities.
• Respond to medical record requests and schedule attorney depositions and conferences.
• Provide coverage support for other administrative staff when out of the office.
• Support department activities such as events and symposiums.
• Perform general office support tasks including maintaining office supplies and equipment.

Requirements

• 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 of office management and supervisory experience.
• Demonstrated knowledge of finance and budgeting.
• Public relations skills required.
• Demonstrated human relations and effective communication skills.

Nice-to-haves

• Experience working in a college/university environment.

Benefits

• Eligible for Utah Retirement Systems enrollment.
• Potential for health insurance coverage.
• Access to professional development opportunities.