Details
Open Date 07/16/2025
Requisition Number PRN42514B
Job Title Executive Assistant
Working Title Executive Assistant
Job Grade E
FLSA Code Administrative
Patient Sensitive Job Code? No
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 00224 - Internal Medicine Admin
Location Campus
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range 39300 to 68349
Close Date 09/19/2025
Priority Review Date (Note - Posting may close at any time)
Job Summary
The Department of Internal Medicine is seeking an experienced and highly organized Executive Assistant to join our vital and collaborative team. This role directly supports department leadership by managing priorities, coordinating schedules, resolving conflicts, and ensuring timely communication and follow-through. The Executive Assistant oversees a wide range of administrative functions, including calendar and meeting management, records and data maintenance, financial operations, supply and equipment oversight, and transcription. Acting as a key liaison between leadership, staff, and external partners, this position plays a critical role in maintaining continuity, quality, and efficiency across the department.
Responsibilities
Provide high-level administrative support to department leadership, including managing complex calendars and coordinating strategic meetings and events.
Draft and manage professional communications and serve as a liaison with internal and external stakeholders.
Coordinate travel arrangements, process reimbursements, and organize department events and meetings.
Maintain accurate records, manage office supplies and equipment, and support daily operations.
Assist with budget tracking, purchasing, and preparing financial reports.
Support the implementation of policies and recommend process improvements.
Contribute to departmental projects by conducting research, collecting data, and tracking progress.
Respond to inquiries and resolve issues with professionalism and discretion.
Collaborate with the Admin Operations Team and provide backup support as needed.
Handle sensitive information with confidentiality and sound judgment.
Additional duties as needed within the scope of responsibility.
PROBLEM SOLVING
The DOIM Executive Assistant uses independent judgement and discretion in resolving various problems that involve faculty, staff, students, and the public. When appropriate these issues should be escalated to DOIM Operations Director, and other senior leadership as needed.
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 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
Bachelor's degree (or equivalency) in Business, Finance, Health Care Administration or a related field. 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.
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.)
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
Preferences
Executive level support experience, particularly in the U or U or relative academic medical environment.
Demonstrated ability to work independently and employ critical thinking to analyze and make decisions related to priorities and related operations.
University of Utah financial systems experience.
Strong coordination and organizational skills required to prioritize conflicting deadlines.
Moderate to advanced computer skills and proficiency with Microsoft Word, Excel, Outlook and PowerPoint is preferred.
Must be punctual, professional, and a team player.
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.
