Details **Open Date** 09/11/2025 **Requisition Number** PRN43083B **Job Title** PS Administrative Assistant **Working Title** PS Administrative Assistant **Career Progression Track** D **Track Level** **FLSA Code** Nonexempt **Patient Sensitive Job Code?** Yes **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** 02444 - ONCOLOGY DIVISION **Location** Campus **City** Salt Lake City, UT **Type of Recruitment** External Posting **Pay Rate Range** 15.19 to 28.08 **Close Date** 12/15/2025 **Priority Review Date (Note - Posting may close at any time)** **Job Summary** **Administrative Assistant – Division of Surgical Oncology** The Division of Surgical Oncology is seeking a proactive and highly organized Administrative Assistant to support the Division and its Chief. The Division is part of the Department of Surgery and has offices in the Huntsman Cancer Hospital. This role serves as the primary administrative partner to the Chief, providing high-level support in managing complex calendars, coordinating communications, and overseeing special projects. The successful candidate will demonstrate strong judgment, discretion, attention to detail, and the ability to thrive in a collaborative, fast-paced academic medical setting. We value individuals who bring professionalism, initiative, and a team-oriented mindset to their work. This is an excellent opportunity to contribute meaningfully to the success of the Division while building strong professional relationships across the Department and institution. **Responsibilities** **Essential Functions** **Calendar Management** : Coordinate and manage the Chief’s complex and dynamic schedule, ensuring accurate planning of meetings, events, and travel while anticipating and minimizing conflicts. **Communication** : Serve as the primary point of contact for the Chief’s office, managing email, phone, and in-person communications with professionalism, clarity, and confidentiality. **Meeting Coordination** : Plan and execute internal and external meetings, prepare agendas, arrange technology support (e.g., Co-Pilot or other tools), and track follow-up actions to completion. **Travel Planning** : Organize comprehensive travel itineraries, including flights, lodging, and ground transportation, with timely submission of reimbursements. **Document & Records Management** : Maintain confidential files, records, and documents in an accurate, organized, and accessible manner. **Administrative Support** : Draft, edit, and format correspondence, reports, and presentations. Manage office supply inventory and process expense reports and reimbursements. **Project Support** : Provide research, data collection, and reporting support for special projects led by the Chief; assist with implementation and progress tracking. **Purchasing & P-Card Reconciliation** : Process division and Chief-related purchases and accurately reconcile procurement card transactions. **Special Assignments** : Support ad hoc initiatives and assignments from the Chief, collaborating with executive assistants and leaders across the institution as needed. This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job. **Work Conditions** Nearly continuously: office environment **Work Environment and Level of Frequency typically required** Nearly Continuously: Office environment. **Physical Requirements and Level of Frequency that may be required** Nearly Continuously: Sitting, hearing, listening, talking. Often: Repetitive hand motion (such as typing), walking. Seldom: Bending, reaching overhead. **Minimum Qualifications** Associate degree in business or equivalency (one year of education can be substituted for two years of related work experience) and three years full-time secretarial experience required. Demonstrated human relations and effective written and verbal communication skills required. Knowledge of basic bookkeeping practices and direct supervisory experience preferred. 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** **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 (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 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: https://www.utah.edu/nondiscrimination/ Online reports may be submitted at oeo.utah.edu https://safety.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.