What are the responsibilities and job description for the Document Management Specialist — Full-Time Temporary (One Year) position at University of Utah Healthcare?
Overview
This position is temporary (about one year, ending by June 30, 2026). Full time. Hourly. Benefited.
University of Utah Health’s Accreditation Department is engaged in a transformative project to modernize the governance, storage, and accessibility of its documents, numbering in the thousands. Among others, the variety of documents include policies, guidelines, protocols, and forms.
The project requires sensitive interactions between incumbent accreditation specialists and document owners. To focus on these interactions, accreditation specialists will delegate numerous, repetitive tasks to you. You will support the accreditation specialists with administrative acumen, excellent time-management, and a high degree of professional accountability. Some tasks will advance the transformation project, others will relate to ongoing department operations.
The position does not involve direct patient care. Your temporary position will be onsite at our Business Services Building near downtown Salt Lake City, and will end June 30, 2026.
As a patient-focused organization, University of Utah Health exists to enhance the health and well-being of people through patient care, research and education. Success in this mission requires a culture of collaboration, excellence, leadership, and respect. University of Utah Health seeks staff that are committed to the values of compassion, collaboration, innovation, responsibility, diversity, integrity, quality and trust that are integral to our mission. EO/AA
Corporate Overview: The University of Utah is a Level 1 Trauma Center and is nationally ranked and recognized for our academic research, quality standards and overall patient experience. Our five hospitals and eleven clinics provide excellence in our comprehensive services, medical advancement, and overall patient outcomes.
Responsibilities
- Researching within our document library for documents that overlap, possibly using AI tools to assist.
- Preparing documents so that owners’ revision work is made easier.
- Corresponding with document owners on their progress.
- Proofreading document revisions.
- Formatting documents to prepare them for migration.
- Monitoring project progress against deadlines.
- Maintains project records and prepares summaries of project effectiveness.
- Communicate progress milestones and barriers to your team and document owners through various channels.
- Track document control requests made to document owners.
- Assist in preparing for internal and external audits by organizing documentation.
- Maintain compliance databases.
Knowledge / Skills / Abilities
- Excellence in managing multiple tasks and timelines.
- Expertise with Microsoft Word and Microsoft SharePoint.
- A basic knowledge of common document control practices.
- Professionalism in corresponding with colleagues.
- Proofreading and formatting documents.
- An ability to learn fast.
- Tolerance for repetitive tasks.
- Resilience in a fast-paced and often ambiguous environment.
Qualifications
Qualifications
Required
- Six years related experience in assigned areas, or equivalency.
Qualifications (Preferred)
Preferred
- Experience with Smartsheet.
Working Conditions and Physical Demands
Employee must be able to meet the following requirements with or without an accommodation.
- This is a sedentary position that may exert up to 10 pounds and may lift, carry, push, pull, or otherwise move objects. This position involves sitting most of the time and is not exposed to adverse environmental conditions.
Physical Requirements
Listening, Sitting, Speaking, Walking
