Job Details

PS Executive Assistant

Position Number: 6609768
Location: Salt Lake City, UT
Position Type: Executive Assistants

PS Executive Assistant

Job Summary

This role supports the strategic integration of administrative functions across the Divisions of Hematology, Hematologic Malignancies, and Medical Oncology. By aligning with shared reporting structures to the Department of Internal Medicine, Huntsman Cancer Hospital, and Huntsman Cancer Institute, the position fosters a unified approach to operations, ensuring consistency, collaboration, and efficiency in executing divisional responsibilities.
The Division of Hematology and Hematologic Malignancies is a division of the Department of Internal Medicine at the University of Utah. The scientific focus of our Division is the study of blood and bone marrow in health and disease. Our physicians treat patients with blood cancer, such as leukemias and lymphomas, clotting disorders such as hemophilia, and diseases of iron metabolism such as hemochromatosis.
The Division of Medical Oncology advances the missions of both the Department of Internal Medicine (DOIM) and Huntsman Cancer Institute by building an exceptional oncology program rooted in clinical excellence, education, and research. Our team of experienced and compassionate physicians is deeply committed to teaching and driven by a passion for scientific discovery. Faculty members specialize across the full spectrum of medical oncology, including breast cancer, gastrointestinal cancer, genitourinary cancers, geriatric oncology, gynecologic malignancies, head and neck cancers, high-risk genetics, melanoma and other skin cancers, sarcomas, and thoracic cancers-ensuring comprehensive, cutting-edge care for our patients.
We are looking for a self-motivated, well organized, outgoing person to join our team as an Executive Assistant. They will act as a bridge between Hematology and Oncology administration in a dual role. This position will provide direct faculty and leadership support. This job will be located at the Huntsman Cancer Institute. Verbal and written communication skills are essential. Ability to be a self-starter, prioritize tasks, be solution oriented and have a positive attitude is vital. Relationship management is a key element.

Responsibilities
We are seeking a seasoned administrator with proven skills to succeed in the following areas of responsibility:1. Administrative Support: The incumbent will work with a team of office professionals to provide support for the Divisions of Hematology and Medical Oncology. This individual will be responsible for overseeing specific components of daily activities, including managing faculty calendars and scheduling, organizing travel, tracking discretionary account balances, updating CVs in the online system, U-CV, and providing customer service to division faculty and staff.

2. Leadership Support:
a. Facilitate strategic engagement and coordination with Huntsman Cancer Institute Oncology leadership, including direct support to faculty, Dr. Heloisa Soares. b. Provide administrative and operational assistance to the Senior and Associate Directors of Hematology/Oncology to ensure alignment with divisional goals and institutional priorities. c. Assist in the preparation and management of leadership meetings, including agenda/ presentation development, documentation, and follow-up on action items.

3. Faculty Onboarding: a. Assist with the coordination and execution of faculty onboarding processes to ensure a smooth and welcoming transition into the Division. b. Support scheduling and logistics for onboarding-related meetings and orientation sessions. c. Facilitate communication between new faculty and relevant departments to streamline access to resources, systems, and institutional contacts. d. Prepare and distribute onboarding materials, including welcome packets, training schedules, and policy documentation. e. Track onboarding progress and follow up on outstanding tasks to ensure timely completion.

4. Special Event Coordinator a. Lead the planning and execution of one-time events such as holiday parties, faculty celebrations, retirement gatherings, and milestone recognitions to foster community and boost morale.

5. Financial: Process travel, expense reimbursement, and purchasing requests in accordance with university policies.

6. Office Maintenance: mail, key requests, general supplies.Additional support related duties as needed and assigned, commensurate with the position.

Minimum Qualifications
Bachelor's degree in Business, Finance, Health Care Administration or a related field, or equivalency (one year of education can be substituted for two years of related work experience) required. 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.

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
Prior University and Huntsman Cancer Institute experience preferred, but all applicants are encouraged to apply.To be successful, the following experience is sought: Moderate to advanced computer skills. Proficiency with Microsoft Word, Excel, PowerPoint, and Outlook is strongly preferred. A desirable candidate will have demonstrated a strong organizational capacity, ability to balance priorities, and ensure follow-through with a diverse set of responsibilities. Must be punctual, professional, and a team player. Must be able to work independently under the supervision of the Administration Manager. Highly professional and dependable at all times. Extremely attentive to detail and organization. Preference may be given to those with existing knowledge of U of U systems.

Special Instructions

Requisition Number: PRN43187B
Full Time or Part Time? Full Time
Work Schedule Summary:
Department: 00847 - Hematology
Location: Campus
Pay Rate Range: 39300 to 72700
Close Date: 12/25/2025
Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/189537