Details

Open Date 07/10/2024

Requisition Number PRN39146B

Job Title PS Manager, Administration

Working Title Manager, Administration

Job Grade F

FLSA Code Administrative

Patient Sensitive Job Code? Yes

Standard Hours per Week 40

Full Time or Part Time? Full Time

Shift Day

Work Schedule Summary

Monday through Friday

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 $58,300 - $84,249

Close Date

Open Until Filled No

Job Summary

Job Summary

The Department of Pediatrics at the University of Utah School of Medicine has an immediate opening Administration Manager. Under minimal supervision, responsible for planning, organizing, directing and controlling all aspects of administrative operations to the Department of Pediatrics administrative floors located in Primary Children’s Eccles Outpatient Services Building, the Williams Building, HELIX Building, and 250 Tower. Responsible for internal and external customer service, staffing and financial management. Acts as a catalyst between the department and its customers, faculty 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:

• Excellenthealth care coverageat affordable rates

• 14.2% retirement contributionsthat vest immediately

• Generouspaid leave time

• 11 paid Holidaysper year

• 50% tuition reductionfor employee, spouse, and dependent children

• Flex spending accounts

• Free transiton most UTA services

• Employee discounts on a variety of products and services including cell phones & plans, entertainment, health and fitness, restaurants, retail, and travel

• Professional development opportunities

Additional benefits information is available athttps://benefits.utah.edu/

Responsibilities

Essential Functions

• Under minimal supervision, provide fundamental administrative management, oversight, and support to the Department of Pediatrics centralized administrative team supporting numerous divisions in the department.

• Provide management and oversight of all administrative functions: manage office communication functions and act as a point person for internal and external colleagues, assess and prioritize administrative needs to ensure the appropriate and efficient allocation of resources. Responsible for analyzing and evaluating operational processes; identifies, develops, and implements operational improvements and efficiencies.

• Manage complex administration of space at multiple department locations: act as main liaison with Primary Children’s Hospital and University Real Estate Administration for all facility needs and matters pertaining to building occupancy and space; work with outside companies to facilitate remodels; consult with Primary Children’s Hospital on an annual basis to confirm space usage; distribute and track keys; oversee phone line installation and phone number transfers; monitor storage needs; surplus unwanted items. Represent the Department on various space committees and tenant meetings; maintain department records University space management system and oversee department’s submission for annual space survey.

• Monitor resources; maintain accurate record of purchasing activities; compile report of supply spending for chargebacks to department divisions; assist in the effective analysis of enterprise finances by assigning appropriate account codes for accounts payable and receivable.

• Manage administrative support staff. Oversee recruitment, selection and orientation of new staff. Communicate standards of behavior, professional boundaries and job expectations; identify and provide training and development opportunities; provide feedback on performance and address poor performance.

• Ensure competency of staff through the development of educational programs and through ongoing staff performance evaluations. Facilitate monthly administrative staff meetings, coordinate staff presentations, engage guest presenters when appropriate, etc.

• Manage centralized administrative support services and ensure adequate administrative support coverage for divisions.

• Market and promote new and existing programs and services to internal and external customers, staff and faculty.

• Draft and prepare a wide variety of correspondence and presentations, including newsletters and other documents that require advanced analytical, writing, and computer skills. Must be in the habit of proofreading emails and documents for spelling, grammar, content, and clarity before disseminating.

• Stay apprised of changes in University, Department, and Primary Children’s Hospital policies, federal regulations, and contractual requirements; coordinate implementation procedures for new policies and protocols.

• Assist in developing strategies consistent with the department’s continuous quality improvement program.

• Participate in diverse projects according to division and department needs.

• Facilitate cooperative and collaborative community and institutional relationships.

• Arrange and oversee service and morale project efforts.

• Assist with developing and implementing strategies consistent with the department’s continuous quality improvement programs. Responsible for analyzing and evaluating operational processes; identifies, develops, and implements operational improvements and efficiencies.

• Ensures customer satisfaction by analyzing complaints, concerns and suggestions and providing appropriate follow-through.

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

Bachelor’s degree in a related area or equivalency (one year of education can be substituted for two years of related work experience). Four to six years of progressively more responsible management experience. Background knowledge of hiring department’s area of specialization in order to analyze, plan and draw conclusions for recommendations to superiors. Demonstrated leadership skills in planning and directing employees and processes in order to effectively monitor and develop subordinates and to ensure the smooth operation of department.

Completion of provided supervisory training within one year of employment may be required.

Master’s degree in a related area may be 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

Preferences

• One year of administrative management experience.

• Prior experience managing complex administration of office space.

• Proficient in latest versions of the Microsoft Office suite, with the capability to learn new software programs quickly. Knowledge of EndNote software preferred.

• Excellent interpersonal and communication skills, both oral and written.

• Strong writing skills. Must be in the habit of proofreading documents and emails for spelling, grammar, content, and clarity before disseminating.

• Capable of effectively managing multiple duties and competing deadlines with minimal supervision.

• Exceptional organization and time management skills with extreme attention to detail.

• Flexibility and willingness to help where needed.

Applicants will be screened according to preferences .

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.