Administrative Assistants

Details This; Campus (IL); On-site; USD 57,308,000 - 95,933,000; Full time

Job summary

University of Utah Health is seeking a CT Surgery Administrative Assistant to provide high-level administrative and operational support to the Cardiothoracic Surgery team. This role manages credentialing, licensure, onboarding, scheduling, travel coordination, and compliance tracking in a fast-paced healthcare environment.

The department emphasizes accurate records, HIPAA compliance, and proactive coordination to support surgeons and department leadership.

Qualifications

• Credentialing and licensure management for physicians.
• HIPAA and confidentiality compliance.
• Organizational and time-management skills.

Responsibilities

• Provide comprehensive administrative support to CT surgeons and department leadership.
• Manage calendars, coordinate appointments, and schedule meetings.
• Prepare meeting agendas, presentations, reports, and correspondence.
• Liaise between physicians, hospital departments, vendors, and external groups.
• Maintain confidential physician and employee records per policies.

Job description

Track Level S4 - Highly Skilled, S3 - Skilled, S2 - Intermediate

FLSA Code

FLSA Code Nonexempt

Patient Sensitive Job Code?

Patient Sensitive Job Code? No

Standard Hours per Week 40

Full Time or Part Time?

Full Time or Part Time? Full Time

Shift

Shift Day

Work Schedule Summary

weekdays

VP Area

VP Area U of U Health - Academics

Department

Department 00265 - Cardiothoracic Division

Location

Location Campus

City

City Salt Lake City, UT

Type of Recruitment

Type of Recruitment External Posting

Pay Rate Range

Pay Rate Range 20.00 - 33.47

Close Date

Close Date 11/20/2026

Priority Review Date (Note - Posting may close at any time)

Job Summary

The CT Surgery Administrative Assistant provides high-level administrative and operational support to the Cardiothoracic Surgery team. This role is responsible for managing physician administrative functions including credentialing, licensure, onboarding, scheduling, travel coordination, compliance tracking, project coordination, financial processing, and departmental operations. The ideal candidate is organized, proactive, detail-oriented, and able to thrive in a fast-paced healthcare environment.

Learn more about the great benefits of working for University of Utah: benefits.utah.edu

The department may choose to hire at any of the below job levels and associated pay rates based on their business need and budget.

Responsibilities

Essential Duties and Responsibilities

Administrative & Operational Support

• Provide comprehensive administrative support to CT surgeons and department leadership
• Manage calendars, coordinate appointments, and schedule internal and external meetings
• Prepare meeting agendas, presentations, reports, spreadsheets, and correspondence
• Serve as a liaison between physicians, hospital departments, vendors, and external organizations
• Maintain confidential physician and employee records in compliance with HIPAA and organizational policies

Project Management & Reporting

• Assist with departmental projects, operational initiatives, and workflow improvement efforts
• Track project timelines, deliverables, and action items to ensure timely completion
• Create, maintain, and analyze spreadsheets, databases, and tracking tools for physician schedules, credentialing, budgets, inventory, and departmental reporting
• Compile data and prepare reports for leadership meetings, audits, and operational reviews
• Coordinate follow-up on outstanding tasks, renewals, and compliance deadlines

Timecards & Payroll Support

• Process and monitor employee and provider timecards for accuracy and timely submission
• Track PTO , schedule adjustments, overtime, and attendance records
• Coordinate with payroll and leadership to resolve discrepancies

Credentialing, Licensure & Compliance

• Coordinate physician credentialing and recredentialing processes
• Track and maintain medical licenses, DEA registrations, board certifications, CME requirements, and other compliance documentation
• Ensure all provider credentials remain current and compliant with hospital, state, and federal regulations
• Maintain provider enrollment and hospital privilege documentation
• Process invoices, reimbursements, expense reports, and departmental purchases
• Monitor memberships, subscriptions, and renewal deadlines
• Assist with budget tracking and expense documentation
• Coordinate physician reimbursement requests and supporting documentation

CME & Professional Membership Support

• Maintain Continuing Medical Education ( CME ) accounts and track CME balances and deadlines
• Coordinate conference registrations, educational travel, and related reimbursements
• Manage professional memberships, subscriptions, and renewals

Travel Coordination

• Arrange physician and staff travel accommodations including flights, hotels, transportation, and itineraries
• Prepare travel reimbursements and maintain accurate travel expense records

Onboarding & Offboarding

• Coordinate onboarding activities for new providers and staff including orientation schedules, badge requests, EMR access, office setup, and required documentation
• Facilitate offboarding processes including account termination, equipment return, and exit coordination
• Coordinate parking permits, ID badges, and facility access requests

IT & Inventory Coordination

• Maintain IT equipment inventory including laptops, phones, monitors, and related technology
• Coordinate equipment requests, replacements, and troubleshooting with IT departments
• Track office and departmental supply inventory

Scheduling & Calendar Management