University of Utah

Department 00256 - Surgery Administration Job Summary

The Department of Surgery is seeking a proactive, highly organized Executive Assistant to support the Department Chair. This role serves as the primary administrative partner to the Chair, managing complex calendars, communications, events, and special projects. The position requires sound judgment, discretion, attention to detail, and the ability to work independently in a fast-paced academic medical environment.

Responsibilities

Essential Functions

• Calendar Management: Manages the Chair’s complex and dynamic calendar, ensuring accurate scheduling of meetings, events, and travel with minimal conflicts.
• Communication: Serves as the primary point of contact for all communications to and from the Chair’s office. Manages email correspondence and telephone communications with professionalism and discretion.
• Meeting Coordination: Coordinates internal and external meetings, prepares agendas, arranges for Co-Pilot or other tools, and tracks follow-up actions.
• Travel Planning: Arranges comprehensive travel itineraries, including flights, accommodations, and transportation, and ensures timely submission of reimbursements.
• Document & Records Management: Maintains confidential files, records, and documents in an organized and accessible manner.
• Event Planning: Assists in planning and executing departmental events such as conferences, workshops, and award ceremonies. Orders catering and handles logistics as needed.
• Administrative Support: Drafts, edits, and formats documents and presentations. Manages office supply inventory and handles expense reports and reimbursements.
• Project Support: Provides research, data collection, and reporting support for special projects led by the Chair. Assists with implementation and tracking.
• Purchasing & P-Card Reconciliation: Manages department and Chair-related purchases and accurately reconciles procurement card transactions.
• Special Assignments: Completes ad hoc assignments and initiatives assigned by the Chair, often requiring collaboration with executive assistants and leaders across the institution.

Work Environment

Nearly continuously in an office environment.

Physical Requirements

Nearly continuously: sitting, hearing, listening, and talking.

Often: repetitive hand motion (typing), walking.

Seldom: bending and reaching overhead

Minimum Qualifications

Bachelor’s degree (or equivalency) in Business, Finance, Health Care Administration or a related field. Two years office management and supervisory experience, demonstrated knowledge of finance and budgeting, and public relations skills required. Demonstrated human relations and effective communication skills are also required.

EQUIVALENCY STATEMENT: 1 year of higher education can be substituted for 1 year of directly related work experience. (Example: bachelor’s degree = 4 years of directly related work experience.)

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

Preferences 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.