Executive Secretary (15310B)

Date: Posted 19-Sep-2017, Closing 18-Nov-2017 (MST)

Department: Other

Location: Salt Lake City, UT

Pay Rate: $12.02 to $19.22/hour DOE

Pay Type: Hourly

Benefits: Strong benefit package including tuition reduction program, retirement and health plan options.

Employment Type: Full Time

The Department of Pediatrics at the University of Utah School of Medicine has an immediate opening for a skilled Executive Secretary. This position requires interfacing with diverse groups of people in a pleasant, helpful and professional manner. The Executive Secretary is responsible for effectively managing day-to-day secretarial and administrative office support activities, and assisting in the operational needs of the Pediatric Educational Enterprise. This position does not entail direct patient contact.


University of Utah Job ID# PRN15310B, Pediatric Education


COMPENSATION: $12.02 to $19.22/hour DOE. Strong benefit package including tuition reduction program, retirement and health plan options.


WORK SCHEDULE: Full-time, 40 hours per week, MondayFriday, 8:00 a.m.4:30 p.m., 30 minute lunch.



Administrative Support:

  • Responsible for efficient management of the routine tasks of the office. Greet guests and direct them to the appropriate location. Field incoming calls. Receive and distribute mail and packages.
  • Assist with the administration of space. Oversee phone line installation and phone number transfers. Monitor storage needs. Surplus unwanted items. Order and maintain inventory of supplies for the suite. Ensure maintenance of fridge, coffee and water machines, printers and copy machines.
  • Act as a liaison between the Department and facility management and maintenance teams. Learn and understand building safety regulations.
  • Arrange conference rooms for educational meetings, didactics, and other events.
  • Order and arrange catering for educational meetings and events, as directed. Coordinate monthly meal money for trainees; prints, cuts, counts, etc.


Program Support:

  • Provides administrative support to the Enterprise manager and Program Director of the Pediatric Residency program at the University of Utah.
  • Manages shared calendars; arranges meetings with program director; follows up on action items to ensure timelines are being met; monitors and tracks goals; facilitates the recruitment of new residents.
  • Assists with weekly graduate medical education lectures; arranges logistical needs, such as equipment and materials. Schedules resident simulation lab experiences and proctors annual training tests.
  • Assists with educational events, including offsite residency, fellowship and medical student retreats and workshops.
  • Participates in diverse administrative projects according to department needs.
  • Participates in monthly staff meetings and career development.


QUALIFICATIONS: High school diploma or equivalency required. Four years full time secretarial experience or equivalency, word processing and spreadsheet software skills and demonstrated human relation and effective communication skills also required. Knowledge of business writing preferred.



  • Degree in a related area preferred
  • Proficient in latest versions of the Microsoft Office suite, with the capability to learn new software programs quickly
  • Excellent interpersonal and communication skills, both oral and written
  • Strong writing skills. Must be in the habit of proofreading documents for spelling, grammar, content, and clarity before disseminating
  • Capable of effectively managing multiple duties and competing deadlines with minimal supervision
  • Ability to think quickly, work independently, and manage frequent interruptions in work flow
  • Exceptional organizational and time management skills with extreme attention to detail
  • Comfortable taking direction from multiple sources
  • Flexibility and willingness to help wherever needed


Applicants will be screened according to preferences.




EQUAL EMPLOYMENT OPPORTUNITY The University of Utah is an Affirmative Action/Equal Opportunity employer. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities. Please contact the Office of Equal Opportunity and Affirmative Action, 201 S. Presidents Cr., Rm 135, (801) 581-8365 (V/TDD), for further information or to request an accommodation. The University of Utah is committed to diversity in its workforce. Women and minorities are encouraged to apply.

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University Of Utah