Details **Open Date** 09/25/2025 **Requisition Number** PRN43187B **Job Title** PS Executive Assistant **Working Title** PS Executive Assistant **Career Progression Track** E **Track Level** **FLSA Code** Administrative **Patient Sensitive Job Code?** Yes **Standard Hours per Week** 40 **Full Time or Part Time?** Full Time **Shift** Day **Work Schedule Summary** **VP Area** U of U Health - Academics **Department** 00847 - Hematology **Location** Campus **City** Salt Lake City, UT **Type of Recruitment** External Posting **Pay Rate Range** 39300 to 72700 **Close Date** 12/25/2025 **Priority Review Date (Note - Posting may close at any time)** **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. **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.