Administrative Coordinator I

Schedule:
Monday - Friday (40 hrs/wk)
7:00 AM - 3:30 PM, negotiable (includes a 30 minute lunch)

Department: Medical Directorship - 115

Primary Purpose:

Manages and coordinates program activities within a department, ensuring alignment with established goals and policies. Advise trainees and medical students on regulations and policies. Provides administrative support activities requiring a working knowledge of departmental mission and procedures. 

About ARUP:

ARUP Laboratories is a national clinical and anatomic pathology reference laboratory and an enterprise of the University of Utah and its Department of Pathology. Based in Salt Lake City, Utah.

ARUP proudly hires top talent to create a work environment of diversity, professional growth and continuous development. Our workforce is committed to the important service we provide to over one million patients each month. We always strive for excellence and have a strong desire to have involvement with the advances in medicine and the role laboratory services plays within each patient’s life. We never forget that there is a patient behind every specimen we receive.

We are looking for individuals who want to contribute to ARUP's culture of accountability, integrity, service, and excellence. Consider joining our dynamic team.

Essential Functions:

Provides administrative support for ARUP and University of Utah policies and programs. May make decisions within the scope of the policy being administered. 

Copies and distributes documents and correspondence 

Organizes and maintains departmental files. 

Maintain and coordinate meetings, calendars, and phone calls using ARUP and University of Utah scheduling systems.  

Ensure excellent attention to detail in preparing and editing documents to ensure composition and contextual accuracy; proofread typed data ensuring proper spelling, punctuation, and grammar usage. 

Manage financial processes such as budget tracking, reimbursements, and procurement. Ensure costs-effective use of resources using ARUP and University of Utah specific policies.  

Coordinate and oversee trainee scheduling, evaluations, remediation plans, and leave tracking. 

Maintains control files on confidential/high priority matters and follow up on outstanding issues when required 

Coordinates and arranges travel for departmental personnel Oversee and facilitate travel arrangements for faculty and trainees, ensuring adherence to ARUP and University of Utah guidelines.  

Stay engaged in professional development and GME-related training and engage in ongoing training and program coordinator initiatives to enhance expertise and program effectiveness. 

Maintain databases (MedHub, ERAS, SmartWeb, ADS), ensuring accuracy and integrity of trainee records and evaluations and work with relevant departments to update websites, and troubleshoot IT issues. 

Ensure compliance with ARUP and University of Utah credentialing, training, and licensing requirements. 

Support and serve as key liaison between Program Director, trainees, and committees.  

Organize schedules, events, and trainee evaluations. 

Maintain the program(s) fellowship book policies and procedures.  

Coordinate recruitment, onboarding, and credentialing of trainees. 

Oversee program compliance with ACGME/ GME, CPEP, and/or ComACC accreditation standards, including documentation and audits 

Manage contracts, affiliation agreements, and compliance documentation with institutional and external partners (i.e. PLAs).  

Acts as a primary liaison between internal and external stakeholders, resolving program-related issues independently and escalating concerns as needed. 

Uses a good measure of personal tact, integrity, and judgment when dealing with internal and external contacts. Interfacing involves direct contact with employees, vendors, and visitors to varying degrees. 

Other duties as assigned. 

Physical and Other Requirements:

Stooping: Bending body downward and forward by bending spine at the waist.

Reaching: Extending hand(s) and arm(s) in any direction.

Mobility: The person in this position needs to occasionally move between work sites and inside the office to access file cabinets, office machinery, etc.

Communicate: Frequently and effectively communicate with others.

PPE: Biohazard laboratory environment that requires use of personal protective equipment in accordance with CDC and OSHA regulations and company policies.

ARUP Policies and Procedures: To conduct self in compliance with all ARUP Policies and Procedures.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.

Fine Motor Control: Picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand as in handling.

Vision: Having close, far, and peripheral visual acuity to perform a variety of tasks such as make general observations of depth and distance.

Qualifications Education Required High School Diploma or Equivalent or better. Preferred Associates Degree or better. Bachelor's Degree or better. Experience Required High School diploma or equivalent and two years of office or relevant experience  OR Associate’s degree and one year of relevant experience  OR Bachelor’s degree in business administration, healthcare administration, or related field Proficient in the use of the Microsoft Office Suite Demonstrated organizational, problem solving, troubleshooting, and interpersonal skills Preferred Office experience within the healthcare field Office administration or business school training Working knowledge of or ability to learn other software programs as required Ability to pass a credit check Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
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