What are the responsibilities and job description for the Administrative Coordinator I position at ARUP?
Schedule:
Monday - Friday (40 hrs/wk)
8:30 AM - 5:30 PM
Department: Medical Directorship - 115
Primary Purpose:
Manages and coordinates program activities within a department, ensuring alignment with established goals and policies. Advises 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 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.
Edits documents to ensure composition and contextual accuracy; proofread typed data ensuring proper spelling, punctuation, and grammar usage.
Tracks and maintains departmental budgets.
Track trainee absences, morale, and remediation processes.
Maintains control files on confidential/high priority matters and follow up on outstanding issues when required
Coordinates and arranges travel for departmental personnel
Ensures excellent attention to detail in preparing and proofing all documents, reports, and correspondence.
Stay engaged in professional development and GME-related training.
Maintain databases (MedHub), update websites, and troubleshoot IT issues.
Ensure compliance with credentialing, training, and licensing requirements.
Support Program Director, trainees, and committees.
Organize schedules, events, and trainee evaluations.
Coordinate recruitment, onboarding, and credentialing of trainees.
Ensure program accreditation compliance with ACGME/GME.
Manage financial processes, including reimbursements and procurement.
Process contracts, agreements, and documentation.
Acts as a primary liaison between internal and external stakeholders, resolving program-related issues independently and escalating concerns as needed.
Engages in ongoing training and national program coordinator initiatives to enhance expertise and program effectiveness.
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 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.
Vision: Having close, far, and peripheral visual acuity to perform a variety of tasks such as make general observations of depth and distance.
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
- Must be able to pass a credit check
- Proficient in the use of the Microsoft Office Suite
- Demonstrated organizational, problem solving, troubleshooting, and interpersonal skills
- Office experience within the healthcare field
- Office administration or business school training
- Working knowledge of or ability to learn other software programs as required
Education
Required- High School Diploma or Equivalent or better
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)
