Job Summary
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.