Administrative Assistants

University of Utah

Salt Lake City (UT)

Hybrid

USD 28,000 - 46,000

Full time

14 days+

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Job summary

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

The ideal candidate is organized, proactive, detail-oriented, and capable of handling multiple priorities while maintaining confidentiality and professionalism.

Qualifications

Minimum qualifications include relevant administrative experience and the ability to handle HIPAA-compliant records.
Requires strong organizational and multitasking abilities with attention to detail.
Experience with calendars, meetings, and payroll support is preferred.

Responsibilities

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.
Track project timelines, deliverables, and action items to ensure timely completion.
Process and monitor employee timecards and payroll-related activities.
Coordinate physician credentialing, licensure, CME tracking, and compliance documentation.
Arrange travel, onboarding, and office setup for new providers and staff.

Skills

Organization

Multitasking

Project coordination

Attention to detail

Spreadsheet skills

Communication

Confidentiality

Time management

Independent work

Customer service

Tools

EMR access

IT equipment management

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

Coordinate provider schedules, meetings, conferences, and departmental events
Manage complex calendars and scheduling conflicts
Assist with operating room and clinic scheduling coordination as needed

Records & Compliance Management

Maintain accurate databases, spreadsheets, and departmental records
Support audits, accreditation reviews, and compliance reporting activities
Ensure timely completion and organization of administrative documentation

Skills and Competencies

Excellent organizational and multitasking abilities
Strong project coordination and follow-through skills
Advanced attention to detail and accuracy
Strong spreadsheet, data tracking, and reporting skills
Excellent written and verbal communication abilities
Ability to maintain confidentiality and professionalism
Strong problem-solving and time-management skills
Ability to work independently and collaboratively in a fast-paced environment
Customer service-oriented mindset with strong interpersonal skills

Minimum Qualifications

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).

Department may hire employee at one of the following job levels:

Administrative Assistants, II:

Requires at least 1 year of related experience.

Administrative Assistants, III :

Requires 3+ years of related experience.

Administrative Assistants, IV:

Requires 5+ years of related experience.

Additional Information

The University of Utah 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 possess a strong commitment to improving access to higher education.

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.

Consistent with state and federal law, the University of Utah 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 Title IX ( OEO ). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at the: University of Utah Non‑Discrimination page.

Online reports may be submitted at https://oeo.utah.edu.

https://publicsafety.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.

As per University of Utah policy 5-108: Transfer of Benefits Eligible Staff Members , a new hire to the University of Utah who is still serving a 12 month probationary period will not be hired into another University of Utah job (a transfer) until the successful completion of the probationary period.

Required fields are indicated with an asterisk (*).

* What is your highest level of completed education?
- None
- High School Diploma or Equivalent
- Associate Degree
- Bachelor's Degree
- Master's Degree
- Doctorate Degree
* How many years of related work experience do you have?
- Less than 2 years
- 2 years or more, but less than 4 years
- 4 years or more, but less than 6 years
- 6 years or more, but less than 8 years
- 8 years or more, but less than 10 years
- 10 years or more, but less than 12 years
- 12 years or more, but less than 14 years
- 14 years or more

Required Documents