Job Details

PS Coordinator, Admin Program

Position Number: 6378248
Location: Salt Lake City, UT
Position Type: Health

PS Coordinator, Admin Program

Job Summary

Position Summary
The Department of Pediatrics has an immediate opening for an experienced, highly motivated Administrative Program Coordinator to facilitate administrative activities and ambulatory clinical operations of the Divisions of Pediatric Palliative Care and Safe and Health Families while participating in the fulfillment of department strategic goals.

The University of Utah offers a comprehensive benefits package including:

Excellent health care coverage at affordable rates (see the Summary Comparison for more information)
14.2% retirement contributions that vest immediately
Generous paid leave time
11 paid Holidays per year
50% tuition reduction for employees, spouses, and dependent children
Flex spending accounts
University provided basic employee life insurance coverage equal to a salary of up to $25,000
Variety of elective insurance coverage, including life insurance, short and long-term disability, accidental death & dismemberment, accident, critical illness, hospital indemnity, and pet.
Free transit on most UTA services
Employee discounts on a variety of products and services, including cell phones & plans, entertainment, health and fitness, restaurants, retail, and travel
Professional development opportunities

Additional benefits information is available at https://benefits.utah.edu/.

Responsibilities
Essential Functions:

Oversee day-to-day administrative support activities for inpatient and outpatient clinical operations and programs; act a liaison between multiple subspecialties to ensure seamless patient care; review medical records to identify and track patients admitted to the hospital who will need follow-up care; assist in coordinating care conferences and facilitate communication between medical teams.
Independently assess and prioritize administrative needs to ensure the appropriate and efficient allocation of resources for clinical and education programs; analyze and evaluate the business and workflow processes; identify, develop, and implement operational improvements and efficiencies.
Provide complex support for clinical programs including managing multiple schedules, coordinate meetings, reserve conference rooms, attend meetings and take minutes when requested. Ensure patient follow-up and coordination is completed as needed.
Coordinate bi-annual conference for palliative care education: manage internal and external speaker arrangements; arrange catering, venue, date identification, and all other event aspects; prepare event materials; facilitate event follow-up.
Coordinate annual conference for Safe and Healthy Families: manage all aspects of conference planning and execution, including logistics, budgeting, speaker coordination, registration, communications, marketing, catering, technology, on-site support, and post-event follow-up.
Provide fundamental administrative oversight and support to division: manage office communication functions, maintain inventory of office supplies, arrange travel, renew medical licenses and association memberships for faculty, maintain CV's in the University's unique system, track faculty leave to ensure continual clinic and call coverage, and act as a point person for internal and external colleagues.
Participate in the creation and compilation of materials for academic work and educational requirements: national presentations, research manuscripts, CME reporting, grant submissions, etc.; maintain an organized and efficient system for shared division documents.
Participate in faculty and staff recruitment and retention: facilitate recruitment visits of potential faculty members; manage the onboarding and orientation of new faculty and staff members; maintain division staff personnel files; monitor staff time and attendance.
Draft and prepare a wide variety of correspondence, presentations, and other documents that require advanced analytical, writing, and computer skills. Must be in the habit of proofreading emails and documents for spelling, grammar, content, and clarity before disseminating.
Monitor resources; maintain accurate record of purchasing activities; assist in the effective analysis of division finances by assigning appropriate account codes for accounts payable and receivable.
Stay apprised of changes in university and department policies, federal regulations, and contractual requirements, coordinate implementation procedures for new policies and protocols.
Oversee office logistics, such as mail, packages, breakroom and copy room needs, Intermountain badge approvals, troubleshooting issues, training staff, and creating reference materials. May supervise support staff.
Assist with the administration of space: act as liaison with Primary Children's for all facility needs in the main hospital; update occupants list; distribute and track keys; oversee phone line installation and phone number transfers; monitor storage needs; surplus unwanted items.
Act as Division safety coordinator including ensuring emergency plans and identified floor wardens remain updated, appropriate safety information is distributed, and training are scheduled as appropriate.
Participate in different projects according to division and department needs.

Problem SolvingThis position provides independent coordination and decision making for all activities of a specified program. The program outcome often impacts the University as a whole. Acts as a liaison between internal and external constituencies involved in program activities. Problems arising from these coordination efforts will be addressed by the incumbent who will refer to the manager for issues outside of program policy and procedure guidelines. DisclaimerThis job description has been designed to indicate the general nature and level of work performed by employees within this classification. It 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. The staff member must be able to demonstrate the knowledge and skills necessary to provide care appropriate to the age of the patients served on his or her assigned unit. The individual must demonstrate knowledge of the principles of life span growth and development and the ability to assess data regarding the patient's status and provide care as described in the department's policies and procedures manual.

Minimum Qualifications
Bachelor's degree in a related field plus one year directly related experience or equivalency (one year of education can be substituted for two years of related work experience) required. Demonstrated ability to work independently, analyze and make decisions related to program content. Strong coordination and organizational skills required to prioritize conflicting deadlines. 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
Department Preferences

Three years full-time administrative support experience.
Proficient in latest versions of the Microsoft Office suite, with the capability to learn new software programs quickly.
Excellent interpersonal and communication skills, both oral and written.
Capable of effectively managing multiple duties and competing deadlines with minimal supervision.
Exceptional organization and time management skills with extreme attention to detail.
Flexibility and willingness to help where needed.

Applicants will be screened according to preferences.

Special Instructions

Requisition Number: PRN42471B
Full Time or Part Time? Full Time
Work Schedule Summary: Full-time with benefits, 40 hours per week. Mon-Fri hours between 8:00 a.m.-5:00 p.m. Opportunities for a hybrid telework schedule may be available if supported by operational needs. Employees with an approved hybrid telework schedule are expected to provide their own home office space, internet connection, telephone, and have the ability to work independently.
Department: 00848 - Pediatric Administration
Location: Campus
Pay Rate Range: $38,300 - $55,621
Close Date: 10/11/2025
Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/185472