Details
Open Date 11/15/2024
Requisition Number PRN40340B
Job Title Administrative Assistant
Working Title Pediatrics Personnel Representative
Job Grade D
FLSA Code Nonexempt
Patient Sensitive Job Code? No
Standard Hours per Week 40
Full Time or Part Time? Full Time
Shift Day
Work Schedule Summary
Monday – Friday, 8 hours per day with a 30-minute lunch break. Schedule availability between 8:00 a.m. to 5:30 p.m. Opportunities for a hybrid telework schedule may be available if supported by operational needs.
VP Area U of U Health - Academics
Department 00848 - Pediatric Administration
Location Campus
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range $18.41 to $26.73
Close Date 02/15/2025
Job Summary
The Department of Pediatrics at the University of Utah School of Medicine is seeking a Pediatrics Personnel Representative to join the department’s centralized faculty and staff administration team. The Pediatrics Personnel Representative provides complex administrative support in the areas of human resources, faculty and staff administration, compliance, and record maintenance for the Department of Pediatrics consisting of over 1,200 employees, including approximately 400 faculty and 800 staff. Functions as a key member of the department’s centralized faculty and staff administration team, and acts as a catalyst between the Department and its customers and staff to ensure continuity and quality of service and care.
The Department of Pediatrics is the second largest department in the University of Utah School of Medicine and one of the largest pediatric departments in the country. We are committed to improving the lives of children through excellence in advocacy, education, research, and clinical care. For more information about the Department of Pediatrics, please visit:http://medicine.utah.edu/pediatrics/. Mutual respect and appreciation are highly valued in the department.
The University of Utah offers a comprehensive benefits package including:
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Excellenthealth care coverageat affordable rates
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14.2% retirement contributionsthat vest immediately
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Generouspaid leave time
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11 paid Holidaysper year
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50% tuition reductionfor employee, spouse, and dependent children
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Flex spending accounts
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Free transiton most UTA services
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Employee discounts on a variety of products and services including cell phones & plans, entertainment, health and fitness, restaurants, retail, and travel
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Professional development opportunities
Additional benefits information is available athttps://benefits.utah.edu/
Responsibilities
Essential Functions
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Manages and maintains human resources information published on the department’s intranet. Ensures documents, links, and materials are accurate and current. Assists with creating department resource documents and forms to be uploaded to the intranet. Works with the department’s IT office to update information as needed.
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Assists with organizing, planning, and scheduling new employee orientation for staff. Prepares and distributes new-hire orientation packets. Prepares and sends notification reminders to staff and managers. Responsible for tracking attendance and rescheduling meetings for new hires unable to attend. Serves as backup to the conductor(s) as needed.
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Oversees the staff offboarding process. Disseminates offboarding information; ends computer, building, and parking access; processes termination ePafs; and maintains internal termination log.
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Serves as the department’s primary contact for employment verification. Guides and directs employees and managers to appropriate contacts to obtain necessary employment verification information. Completes Public Service Loan Forgiveness ( PSLF ) and Temporary Expanded PSLF ( TEPSLF ) certification requests.
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Manages and oversees the department’s affiliate/non-employee request process. Instruct managers on the process and ensure that affiliate requirements have been met.
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Coordinates and manages all aspects of the department’s onsite annual flu shot clinics; arranges dates, secures locations, and prepares and disseminates schedules and sign-ups.
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Collects and tracks immunization records for new hires and current staff. Ensures staff are compliant with university immunization requirements.
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Tracks mandatory training for staff, including new-hire training, compliance training, regulatory training, defensive driving, and other electronic training modules. Prepares and sends notification reminders to staff and managers regarding training module assignments and deadlines.
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Tracks required regulatory trainings, licensures and certifications of current staff. Prepares and sends notification reminders to staff and managers when renewal deadlines are approaching.
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Tracks the department’s staff evaluation process, including 3-month, 5-month, and annual evaluations. Sends notification reminders to the appropriate supervisor for 3- and 5-month performance evaluations. Sends notifications to the department at end-of-year to prepare for annual evaluations and follow-up notifications to divisions to keep the evaluation process on track.
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Provides hiring managers with system training on the University’s performance management software program ( UUPM ).
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Updates and maintains electronic files and tracking logs. Scan and index documents into the department’s centralized HR databases.
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Provides administrative support for all team members as needed, which includes but is not limited to faculty and staff administration, human resources, provider credentialing and malpractice, academics, and other areas of Pediatric Administration.
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Performs other related duties and ad hoc projects as assigned.
Comments
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.
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.
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.
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
Preferences
Department Preferences
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Computer skills and proficiency in Microsoft Word, Excel, PowerPoint, and Outlook. Ability to learn new computer applications and programs with minimal training.
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Advanced communication skills, both oral and written.
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Previous experience managing and tracking complex processes and projects in a large organization.
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Excellent organizational and time management skills with strong attention to detail. Ability to effectively manage multiple projects and competing deadlines.
Type Benefited Staff
Special Instructions Summary
Additional Information
The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.
This position may require the successful completion of a criminal background check and/or drug screen.
The University of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients.
All qualified individuals are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.
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, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.
To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action ( OEO /AA). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/
Online reports may be submitted at oeo.utah.edu
https://safety.utah.edu/safetyreport This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.
