PS Executive Secretary

AnnouncementDetails

Open Date 03/03/2022
Requisition Number PRN29587B
Job Title PS Executive Secretary
Working Title PS Executive Secretary
Job Grade C
FLSA Code Nonexempt
Patient Sensitive Job Code? Yes
Standard Hours per Week 40
Full Time or Part Time? Full Time
Shift Day
Work Schedule SummaryMonday through Friday, 8:00am to 5:00pm. Some earlier mornings and later evenings may be required.
VP Area U of U Health - Academics
Department 00933 - OB/GYN Clinical
Location Campus
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range 12.02 to 19.22
Close Date
Open Until Filled Yes
Job SummaryProvides secretarial, scheduling and administrative support for the assigned Division in the Department of Obstetrics and Gynecology. Performs a variety of clerical duties in accordance with specific instructions and established work procedures under the direction of the Clinical Support Supervisor.
ResponsibilitiesEssential Functions

• Keep track of and update Physicians’ calendars in Outlook and Qgenda
  • Meetings
  • Conferences
  • Night Call
  • Attending (GYN and OB) rotation
  • Make sure that appropriate adjustments are made, clinics are closed, patients are rescheduled, and the clinic manager is informed of any clinic changes (closings and especially openings

• Keep track of and update:
  • ABOG/ACOG & other organization membership’s dues/fees
  • CV’s and maintaining CV in the University system
  • Qgenda/Smartweb
  • CME’s
• Coordinating and finding meeting rooms for providers & set up Zoom meetings
• Creating and maintaining physician/provider’s template for various clinic locations
• Cancelling and rescheduling clinics should a provider need to have their clinic closed/rescheduled
• Calling patients on behalf of the doctor to schedule appointments or procedures
• Faxes: Drop into DMS to put into Epic
• Research and outreach to new patient referrals, schedule if necessary
• MyChart: Answer and/or triage MyChart requests (appointment requests, documentation/letter requests, appointment cancellations, questions)
• Be available by e-mail, Skype and phone to providers, managers, patients and advocates (Care Navigation)
• Communicate with clinic leaders to keep them up-to-date with providers closing their clinics so that they can accurately staff clinic locations
• Keep a basic knowledge of insurance coverage
• Facilitate the payments for providers’ including membership renewal and conference registrations (P-Card) and reallocate in UMS and CIS online system as directed
• Facilitate U-Shop orders
• Order / facilitate business cards, lab coats, and other office supplies as needed
• Handle incoming and outgoing mail for each physician

Team Culture

• Supports an inclusive, transparent and supportive work environment
• Reliable, displays a positive attitude, does not engage in gossip, supports the team and is flexible
• Communicates problems, issues and frustrations to supervisor and OB/WCSL Leadership

• 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

High school diploma or equivalency required. Four years full time secretarial experience or equivalency, word processing and spreadsheet software skills and demonstrated human relation and effective communication skills also required.

Knowledge of business writing preferred.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

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.

Preferences
Type Benefited Staff
Special Instructions Summary
Additional Information

The University of Utah values candidates who have experience working in settings with students from diverse backgrounds and possess a strong commitment to improving access to higher education for historically underrepresented students.

Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities and protected veterans are 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:

Director/ Title IX Coordinator
Office of Equal Opportunity and Affirmative Action (OEO/AA)
135 Park Building
Salt Lake City, UT 84112
801-581-8365
oeo@utah.edu

Online reports may be submitted at oeo.utah.edu

To inquire about this posting, email: employment@utah.edu or call 801-581-2300.

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.