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    Administrative Assistant - Salt Lake City, United States - University of Utah

    University of Utah
    University of Utah Salt Lake City, United States

    3 weeks ago

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    Description
    Overview


    As a patient-focused organization, University of Utah Health exists to enhance the health and well-being of people through patient care, research and education.

    Success in this mission requires a culture of collaboration, excellence, leadership, and respect.

    University of Utah Health seeks staff that are committed to the values of compassion, collaboration, innovation, responsibility, diversity, integrity, quality and trust that are integral to our mission.

    EO/AA

    Position Summary:

    This position will oversee the recruiting and on-boarding efforts for the Community Crisis Intervention & Support Services team with Huntsman Mental Health Institute.

    The department is growing due to the expansion of lifesaving mental health services offered to the state of Utah, including the 988 Suicide and Crisis Lifeline, 988 Chat and Text services, Utah Warm Line, Salt Lake County Mobile Crisis Outreach Teams (MCOT), and SafeUT apps (K-12, SafeUT Frontline, and SafeUTNG for Utah National Guard).

    Click here to learn more about the Community Crisis Intervention & Support Services team.

    This position oversees administrative activities relating to the on-boarding and training program and provides administrative support to senior department personnel.

    The position does not provide direct care to patients.

    This position is responsible for providing complex administrative support for department management. The incumbent is responsible for coordinating and overseeing the work of support staff. This position is not responsible for providing care to patients.

    Corporate Overview:

    The University of Utah is a Level 1 Trauma Center and is nationally ranked and recognized for our academic research, quality standards and overall patient experience.

    Our five hospitals and eleven clinics provide excellence in our comprehensive services, medical advancement, and overall patient outcomes.

    Responsibilities


    • Works with Human Resources and Recruiting to hire and onboard new team members
    • Assists department with business planning and goal setting.
    • Assists with the development of department budgets.
    • Schedules, plans, and coordinates the work actions of support staff.
    • Maintains budget records, such as reconciling accounts and preparing expenditure statements.
    • Collects, organizes, and analyzes data for specialized reports.
    • Coordinates the collection and preparation of operating reports.
    • Assists with the implementation of department and University policies and procedures.
    • Provides administrative support to upper level department management by scheduling appointments, coordinating meetings and conferences, and maintaining and ordering office supplies.
    • Assists with department projects and support as needed.
    • Responsible for recruitment and onboarding pipeline and workforce development;Coordinates with supervisors/managers on posting new budgeted positions or backfills due to attrition.
    • Representing the department to interested candidates as a subject matter expert on service line roles and responsibilities which includes the Utah Crisis Line, Utah Warm Line, SafeUT, Salt Lake County Mobile Crisis Outreach, and Quality Improvement & Training.
    • Responsible for communication and coordination of schedules during the hiring, onboarding, and training period;
    • Coordinates and collaborates with the U Health Recruiting team, U Health and HMHI orientation team, Community Crisis Training team, and Community Crisis Leadership team.
    • Supports the transition from new hire orientation and training period with the training team to daily service line responsibilities with the leadership team.
    • Creates schedules and managing Kronos time during training period (first 30 days of employment)
    • Supporting the department's upcoming initiatives for new service lines to include 988 chat and text and the 988 follow up program.
    • Coordinates with external stakeholders or attending external events to promote awareness of open positions.
    • Provides information to staff and leadership regarding the policies and procedures of the project or department.
    • Onboarding new team members to include;
    • Obtaining access to necessary programs and facilities
    • Providing expertise for administrative policies and procedures
    Knowledge / Skills / Abilities


    • Demonstrated potential ability to perform the essential functions as outlined above.
    • Ability to work independently, analyze, and make decision related to program content.
    • Strong coordination and organizational skills required to prioritize deadlines.\
    • Ability to provide independent coordination and decision making for all activities of a specified program.
    • Demonstrated human relations and effective communication skills.
    • Demonstrated knowledge of basic bookkeeping practices.
    • Proficiency in statistical and business software applications.
    Qualifications

    Qualifications

    Required


    • Three years of full time office experience.
    Qualifications (Preferred)

    Preferred


    • Experience with hiring and onboarding
    • Knowledge of Kronos timekeeping tool
    Working Conditions and Physical Demands

    Employee must be able to meet the following requirements with or without an accommodation.


    • This is a sedentary position in an office setting that may exert up to 10 pounds and may lift, carry, push, pull, or otherwise move objects. This position involves sitting most of the time and is not exposed to adverse environmental conditions.
    Physical Requirements

    Listening, Manual Dexterity, Pulling and/or Pushing, Sitting, Speaking, Standing, Walking
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