The CT Surgery Administrative Assistant provides high-level administrative and operational support to the Cardiothoracic Surgery team. This role is responsible for managing physician administrative functions including credentialing, licensure, onboarding, scheduling, travel coordination, compliance tracking, project coordination, financial processing, and departmental operations. The ideal candidate is organized, proactive, detail-oriented, and able to thrive in a fast-paced healthcare environment.
Learn more about the great benefits of working for University of Utah: benefits.utah.edu
The department may choose to hire at any of the below job levels and associated pay rates based on their business need and budget.
Responsibilities
Essential Duties and Responsibilities
Administrative & Operational Support
- Provide comprehensive administrative support to CT surgeons and department leadership
- Manage calendars, coordinate appointments, and schedule internal and external meetings
- Prepare meeting agendas, presentations, reports, spreadsheets, and correspondence
- Serve as a liaison between physicians, hospital departments, vendors, and external organizations
- Maintain confidential physician and employee records in compliance with HIPAA and organizational policies
Project Management & Reporting
- Assist with departmental projects, operational initiatives, and workflow improvement efforts
- Track project timelines, deliverables, and action items to ensure timely completion
- Create, maintain, and analyze spreadsheets, databases, and tracking tools for physician schedules, credentialing, budgets, inventory, and departmental reporting
- Compile data and prepare reports for leadership meetings, audits, and operational reviews
- Coordinate follow-up on outstanding tasks, renewals, and compliance deadlines
Timecards & Payroll Support
- Process and monitor employee and provider timecards for accuracy and timely submission
- Track PTO, schedule adjustments, overtime, and attendance records
- Coordinate with payroll and leadership to resolve discrepancies
Credentialing, Licensure & Compliance
- Coordinate physician credentialing and recredentialing processes
- Track and maintain medical licenses, DEA registrations, board certifications, CME requirements, and other compliance documentation
- Ensure all provider credentials remain current and compliant with hospital, state, and federal regulations
- Maintain provider enrollment and hospital privilege documentation
Financial & Invoice Management
- Process invoices, reimbursements, expense reports, and departmental purchases
- Monitor memberships, subscriptions, and renewal deadlines
- Assist with budget tracking and expense documentation
- Coordinate physician reimbursement requests and supporting documentation
CME & Professional Membership Support
- Maintain Continuing Medical Education (CME) accounts and track CME balances and deadlines
- Coordinate conference registrations, educational travel, and related reimbursements
- Manage professional memberships, subscriptions, and renewals
Travel Coordination
- Arrange physician and staff travel accommodations including flights, hotels, transportation, and itineraries
- Prepare travel reimbursements and maintain accurate travel expense records
Onboarding & Offboarding
- Coordinate onboarding activities for new providers and staff including orientation schedules, badge requests, EMR access, office setup, and required documentation
- Facilitate offboarding processes including account termination, equipment return, and exit coordination
- Coordinate parking permits, ID badges, and facility access requests
IT & Inventory Coordination
- Maintain IT equipment inventory including laptops, phones, monitors, and related technology
- Coordinate equipment requests, replacements, and troubleshooting with IT departments
- Track office and departmental supply inventory
Scheduling & Calendar Management
- Coordinate provider schedules, meetings, conferences, and departmental events
- Manage complex calendars and scheduling conflicts
- Assist with operating room and clinic scheduling coordination as needed
Records & Compliance Management
- Maintain accurate databases, spreadsheets, and departmental records
- Support audits, accreditation reviews, and compliance reporting activities
- Ensure timely completion and organization of administrative documentation
Skills and Competencies
- Excellent organizational and multitasking abilities
- Strong project coordination and follow-through skills
- Advanced attention to detail and accuracy
- Strong spreadsheet, data tracking, and reporting skills
- Excellent written and verbal communication abilities
- Ability to maintain confidentiality and professionalism
- Strong problem-solving and time-management skills
- Ability to work independently and collaboratively in a fast-paced environment
- Customer service-oriented mindset with strong interpersonal skills
Minimum Qualifications
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).
Department may hire employee at one of the following job levels:
Administrative Assistants, II: Requires at least 1 year of related experience.
Administrative Assistants, III: Requires 3+ years of related experience.
Administrative Assistants, IV: Requires 5+ years of related experience.
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 possess a strong commitment to improving access to higher education.
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.
Consistent with state and federal law, the University of Utah 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 Title IX (OEO). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at the: University of Utah Non‑Discrimination page.
Online reports may be submitted at https://oeo.utah.edu
https://publicsafety.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.
As per University of Utah policy 5-108: Transfer of Benefits Eligible Staff Members, a new hire to the University of Utah who is still serving a 12 month probationary period will not be hired into another University of Utah job (a transfer) until the successful completion of the probationary period.
