Details

Open Date 02/29/2024

Requisition Number PRN37838B

Job Title Coordinator, Administrative Program

Working Title Coordinator, Personnel Administration

Job Grade D

FLSA Code Administrative

Patient Sensitive Job Code? No

Standard Hours per Week 40

Full Time or Part Time? Full Time

Shift Day

Work Schedule Summary

Monday – Friday, 8:00 a.m. – 4:30 p.m. Opportunities for a hybrid telework schedule may be available if supported by operational needs.

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 $31,600 to $55,621

Close Date

Open Until Filled Yes

Job Summary

Job Summary

The Department of Pediatrics at the University of Utah School of Medicine is seeking a personnel administration coordinator with advanced administrative and computer skills to join the department’s centralized faculty and staff administration team. Under minimal supervision, provides complex administrative support in the areas of human resources, employee relations, staff administration, compliance, and record maintenance for the Department of Pediatrics consisting of approximately 400 faculty and 800 staff. Functions as a key member of the department’s centralized faculty and staff administration team, and acts as a catalyst between the Department and its customers and staff to ensure continuity and quality of service and care.

Opportunities for a hybrid telework schedule may be available if supported by operational needs.

The Department of Pediatrics is the second largest department in the University of Utah School of Medicine and one of the largest pediatric departments in the country. We are committed to improving the lives of children through excellence in advocacy, education, research, and clinical care. For more information about the Department of Pediatrics, please visit:http://medicine.utah.edu/pediatrics/. Mutual respect and appreciation are highly valued in the department.

The University of Utah offers a comprehensive benefits package including:

• Excellenthealth care coverageat affordable rates

• 14.2% retirement contributionsthat vest immediately

• Generouspaid leave time

• 11 paid Holidaysper year

• 50% tuition reductionfor employee, spouse, and dependent children

• Flex spending accounts

• Free transiton 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 athttps://benefits.utah.edu/

Responsibilities

Essential Functions

1. Interprets and applies university and department policies to address and resolve complex employee relations issues. Advises and trains managers and supervisors in best employee relations practices and strategies for managing performance and/or behavior issues.

2. Acts as a liaison between department managers and the University Human Resource Management group when addressing employee relation concern. Assists managers and the University Human Resource Management group to develop appropriate solutions and outcomes for complex employee relations issues; assists with drafting employee relations documents; attends and participates in employee disciplinary meetings. Serves as a liaison between the Department and University Human Resources Management.

3. Manages and maintains human resources information published on the department’s intranet. Ensures documents, links, and materials are accurate and current. Assists with creating department resource documents and forms to be uploaded to the intranet. Works with the department’s IT office to update information as needed.

4. Assists with organizing, planning, and conducting new employee orientation for faculty and staff. Develops, maintains, and distributes orientation and onboarding materials utilizing a variety of media; ensures that training materials and programs are current, accurate, and effective.

5. Oversees the staff offboarding process. Disseminates offboarding and exit interview information; ends computer, building, and parking access; processes termination ePafs; and maintains internal termination log. Listens to feedback, suggestions, and other information provided during exit interviews, and uses constructive feedback in a confidential manner to bring about positive changes and improvements to the department and employee satisfaction; reports feedback and concerns to senior leadership.

6. Serves as the department’s primary contact for employment verification. Guides and directs employees and managers to appropriate contacts to obtain necessary employment verification information. Completes Public Service Loan Forgiveness ( PSLF ) and Temporary Expanded PSLF ( TEPSLF ) certification requests.

7. Tracks mandatory training for staff, including new-hire training, compliance training, regulatory training, defensive driving, and other electronic training modules. Prepares and sends notification reminders to staff and managers regarding training module assignments and deadlines.

8. Tracks the department’s staff evaluation process, including 3-month, 5-month, and annual evaluations. Sends notification reminders to the appropriate supervisor for 3- and 5-month performance evaluations. Sends notifications to the department at end-of-year to prepare for annual evaluations and follow-up notifications to divisions to keep the evaluation process on track.

9. Provides hiring managers with system training on the University’s performance management software program ( UUPM ).

10. Updates and maintains electronic files and tracking logs. Scan and index documents into the department’s centralized HR databases.

11. Provides administrative support for all team members as needed, which includes but is not limited to faculty and staff administration, human resources, provider credentialing and malpractice, academics, and other areas of Pediatric Administration.

12. Performs other related duties and ad hoc projects as assigned.

Disclaimer

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

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). 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.

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

Preferences

Preferences

• Computer skills and proficiency in Microsoft Word, Excel, PowerPoint, and Outlook. Ability to learn new computer applications and programs with minimal training.

• Advanced communication skills, both oral and written.

• Previous experience managing and tracking complex processes and projects in a large organization.

• Previous experience managing and processing employee relation concerns, which may include corrective action, performance management, policy violations, and involuntary termination.

• Skilled in dealing with workplace behavior issues and practices.

• Highly developed problem solving, investigative and analytical skills, resulting in strong ability to identify issues, write reports, and make recommendations.

• Ability to provide coaching to individuals at all levels and influence as appropriate to ensure successful outcomes.

• Exceptional interpersonal skills and ability to handle sensitive and difficult issues in a confidential manner.

• Excellent organizational and time management skills with strong attention to detail. Ability to effectively manage multiple projects and competing deadlines.

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.