PS Coordinator, Admin Program

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PS Coordinator, Admin Program

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Announcement

 Details 

Open Date  | 07/11/2025
Requisition Number  | PRN42471B
Job Title  | PS Coordinator, Admin Program
Working Title  | PS Coordinator, Admin Program
Job Grade  | D
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  | 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.
VP Area  | U of U Health - Academics
Department  | 00848 - Pediatric Administration
Location  | Campus
City  | Salt Lake City, UT
Type of Recruitment  | External Posting
Pay Rate Range  | $38,300 - $55,621
Close Date  | 10/11/2025
Priority Review Date (Note - Posting may close at any time)  |
Job Summary  | Position SummaryThe 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.
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.

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Applicant Documents

 University Human Resource Management 
 250 East 200 South, Suite 125 Salt Lake City, UT 84111
 Contact us: (801) 581-2169 By Email: employment@utah.edu 

 

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