Details
Open Date 06/03/2025
Requisition Number PRN42091B
Job Title Executive Assistant
Working Title Executive Assistant to the Chair
Job Grade E
FLSA Code Administrative
Patient Sensitive Job Code? No
Standard Hours per Week 40
Full Time or Part Time? Full Time
Shift Day
Work Schedule Summary weekdays
VP Area U of U Health - Academics
Department 00256 - Surgery Administration
Location Campus
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range 39300 to 72700
Close Date 09/03/2025
Priority Review Date (Note - Posting may close at any time) 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 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 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 or or University Human Resource Management at 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:
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