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PS Administrative Assistant

Employer
University of Utah
Location
Utah, United States
Salary
Salary Not specified
Date posted
Mar 28, 2024


PS Administrative Assistant

Job Summary

1. Maintain and organize meetings, calendars and phone calls. Development of meeting agendas, minutes, task lists and food arrangements, as needed. This includes coordination of the monthly faculty meeting.
2. Process all faculty/APC leave requests and maintain internal timecards.
3. Filter calls and requests for main department desk/phone.
4. Greet visitors and maintain front office amenities.
5. Develop weekly one on one meeting with Chair and Sr. Admin Director in order to efficiently meet all of their needs and requests in their 3 academic missions, i.e., clinical, educational and research.
6. Assist your provider in their clinical role by working closely and cooperatively with all clinic personnel on patient related issues, i.e., maintaining patient electronic medical records, billing, follow-up patient calls, etc. (appropriate software training provided).
7. Assist your provider in their research and publications efforts, including, finding online references/journal articles, organizing references in Endnote/Mendeley, formatting manuscripts, submitting articles or book chapters for review (appropriate software training provided).
8. Assist your provider in their teaching/education responsibilities by assisting in preparing PowerPoint presentations, handouts, and related education materials, etc. (appropriate software training provided).
9. Maintain provider's CVs (in MBM system) and certifications for state licenses, DEA, credentialing reappointments, etc.
10. Make travel and hotel arrangements, register for conferences, and assist in the travel reimbursement process (appropriate software training provided).
11. Transcribe letters, emails and complete forms regarding the provider's administration and academic mission responsibilities.
12. Respond to medical record requests. Schedule attorney depositions, conferences, and coordinate billing for these services.
13. Provide coverage support for other administrative staff when out of the office.
14. Provide staff support for Department activities (Summer BBQ, Holiday events, Hospital/Department activities, annual symposium).
15. General office support: maintain copy machine and supply area, conference rooms calendar/IT support, faxing, emailing, filing, answering phones, refill office supplies/snacks with store supplies, etc.
16. Other projects as assigned by Chair, Sr. Admin Director, and Faculty & Staff Ops Director.

Responsibilities
1. Maintain and organize meetings, calendars and phone calls. Development of meeting agendas, minutes, task lists and food arrangements, as needed. This includes coordination of the monthly faculty meeting.2. Process all faculty/APC leave requests and maintain internal timecards.
3. Filter calls and requests for main department desk/phone.
4. Greet visitors and maintain front office amenities.
5. Develop weekly one on one meeting with Chair and Sr. Admin Director in order to efficiently meet all of their needs and requests in their 3 academic missions, i.e., clinical, educational and research.
6. Assist your provider in their clinical role by working closely and cooperatively with all clinic personnel on patient related issues, i.e., maintaining patient electronic medical records, billing, follow-up patient calls, etc. (appropriate software training provided).
7. Assist your provider in their research and publications efforts, including, finding online references/journal articles, organizing references in Endnote/Mendeley, formatting manuscripts, submitting articles or book chapters for review (appropriate software training provided).
8. Assist your provider in their teaching/education responsibilities by assisting in preparing PowerPoint presentations, handouts, and related education materials, etc. (appropriate software training provided).
9. Maintain provider’s CVs (in MBM system) and certifications for state licenses, DEA, credentialing reappointments, etc.
10. Make travel and hotel arrangements, register for conferences, and assist in the travel reimbursement process (appropriate software training provided).
11. Transcribe letters, emails and complete forms regarding the provider’s administration and academic mission responsibilities.
12. Respond to medical record requests. Schedule attorney depositions, conferences, and coordinate billing for these services.
13. Provide coverage support for other administrative staff when out of the office.
14. Provide staff support for Department activities (Summer BBQ, Holiday events, Hospital/Department activities, annual symposium).
15. General office support: maintain copy machine and supply area, conference rooms calendar/IT support, faxing, emailing, filing, answering phones, refill office supplies/snacks with store supplies, etc.
16. Other projects as assigned by Chair, Sr. Admin Director, and Faculty & Staff Ops Director.

Work Conditions
Nearly continuously: office environmentWork Environment and Level of Frequency typically requiredNearly Continuously: Office environment.Physical Requirements and Level of Frequency that may be requiredNearly Continuously: Sitting, hearing, listening, talking.Often: Repetitive hand motion (such as typing), walking.Seldom: Bending, reaching overhead.

Minimum Qualifications
Associate degree in business or equivalency (one year of education can be substituted for two years of related work experience) and three years full-time secretarial experience required. Demonstrated human relations and effective written and verbal communication skills required. Knowledge of basic bookkeeping practices and direct supervisory experience preferred.

This position is patient-sensitive and must fulfill all associated requirements. 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.

Preferences


Special Instructions


Requisition Number: PRN38079B
Full Time or Part Time? Full Time
Work Schedule Summary: 9-5 M-F
Department: 00251 - Physical Med & Rehab - Oper
Location: Campus
Pay Rate Range: 24-26.50
Close Date:
Open Until Filled: Yes

To apply, visit https://utah.peopleadmin.com/postings/162430


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