Job Details

Executive Assistant

Position Number: 6396219
Location: Salt Lake City, UT
Position Type: Executive Assistants

Executive Assistant

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 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 (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.

Special Instructions

Requisition Number: PRN42514B
Full Time or Part Time? Full Time
Work Schedule Summary:
Department: 00224 - Internal Medicine Admin
Location: Campus
Pay Rate Range: 39300 to 68349
Close Date: 9/19/2025
Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/185924