Job Details

Administrative Assistant

Position Number: 7194415
Location: Salt Lake City, UT
Position Type: Secretary and Administrative Assistants

Administrative Assistant

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 ResponsibilitiesAdministrative & 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

Financial & Invoice Management

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.

Preferences

Special Instructions

Requisition Number: PRN45168B
Full Time or Part Time? Full Time
Work Schedule Summary: weekdays
Department: 00265 - Cardiothoracic Division
Location: Campus
Pay Rate Range: 20.00 - 33.47
Close Date: 8/26/2026
Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/202726