Job Details

Executive Assistant Emergency Medicine

Position Number: 6229187
Location: Salt Lake City, UT
Position Type: Executive Assistants

Executive Assistant Emergency Medicine

Job Summary

The Department of Emergency Medicine is seeking an Executive Assistant to join our growing, dynamic team. This position will support our Department Chair, Vice Chairs and Administrative Director. The successful candidate will have the ability to exercise good judgment in a variety of situations, strong written and verbal communication, administrative, time-management and organizational skills, social and emotional intelligence, and the ability to triage and manage multiple priorities and projects. We're looking for a detail-oriented self-starter with a strong work ethic, customer service orientation, superior scheduling and organization skills, with the ability to work independently on projects from conception to completion. Must be able to discretely handle a variety of activities and confidential matters.

Responsibilities
Essential Functions:

Provides high-level executive support to the Department Chair/Vice Chairs/Admin Director by executing administrative duties, including managing time-critical, sensitive and/or confidential information.
Resolves a variety of complex administrative problems
Delivers expert calendar management and scheduling
Schedules, coordinates and prepares for meetings, presentations, interviews, events, retreats, and other similar functions. Responsibilities includes preparing agendas, taking detailed minutes, operating video-conferencing platform(s) (e.g., Zoom, Teams), conference room reservations, and other duties.
Ensures Department Chair is thoroughly informed of upcoming commitments and responsibilities.
Plans, coordinates and schedules travel and accommodations, prepares detailed itineraries, and processes reimbursements.
Assist with faculty searches including: scheduling applicant visits, travel planning and reimbursements.
Manages departmental communications including website, departmental newsletter, new faculty/staff bios.
Supports the department by performing other duties or special projects as assigned by the Chair, Vice Chairs or Administrative Director.

PROBLEM SOLVING
Incumbents use independent judgement in resolving various problems that involve faculty, staff, students and the general public. Must use judgement and discretion when advising others of the executive's view on policies and other issues. This position initiates and has input in the hiring and employment decisions related to subordinate staff.

Incumbents in this position may be required to represent the executive at meetings and interact with individuals at the highest levels in public and private organizations on a local and national basis.

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 Environment and Level of Frequency typically requiredNearly Continuously: Office environment.Physical Requirements and Level of Frequency that may be requiredNearly Continuously: Sitting, hearing, listening, talking.Often: Repetitive hand motion (such as typing), walking.Seldom: Bending, reaching overhead.

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

Experience working in position(s) demonstrating high-level administrative support skills including the ability to take responsibility, display initiative, and make independent decisions.
Experience working in an academic medical center.
Knowledge (or desire to learn) of University of Utah policies, procedures, and system (e.g., Concur, ePR, MBM, etc.).
Strong skills in Microsoft Outlook, Word and Excel. Experience using scheduling tools like doodle polls.

Special Instructions

Requisition Number: PRN41901B
Full Time or Part Time? Full Time
Work Schedule Summary: After initial on-boarding, may have the ability to work some days remotely from home office.
Department: 01775 - EMERGENCY MEDICINE DIVISION
Location: Campus
Pay Rate Range: $39,300 - $68,000
Close Date: 8/14/2025
Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/182524