Details **Open Date** 02/19/2025 **Requisition Number** PRN41227B **Job Title** Executive Secretary **Working Title** Executive Secretary **Job Grade** C **FLSA Code** Nonexempt **Patient Sensitive Job Code?** No **Standard Hours per Week** 40 **Full Time or Part Time?** Full Time **Shift** Day **Work Schedule Summary** **VP Area** U of U Health - Academics **Department** 02307 - St. George DPT Pathway **Location** Other **City** St. George, UT **Type of Recruitment** External Posting **Pay Rate Range** 18-22 **Close Date** 04/19/2025 **Priority Review Date (Note - Posting may close at any time)** **Job Summary** **Location: St. George** The Department of Athletic Training & Physical Therapy has an immediate opening for an experienced, highly motivated Clinical Education Specialist ( CES ) to the support the Doctor of Physical Therapy Clinical Education Team. This position provides complex, administrative support under the supervision of the CES Manager to assist the team with the clinical education responsibilities for students across 3 pathways of learning. This position is also meant to support the St. George Campus pathway by providing on-site presence and assistance with larger programming projects related to the DPT program. The salary for this position is $18-$22 per hour. Key responsibilities include (but are not limited to) managing travel expenses as needed for clinical education, utilization of EXXAT system in conjunction with the Clinical Education Team, Contacting and on-boarding in-coming students, maintaining/updating/initiating new site contracts, compliance coordination for students, attestation completion for students, documentation organization and preparation for clinical education tasks, and assistance with coordination of the CCIP course. The preferred applicant will demonstrate strengths in the areas of teamwork, multi-tasking, time management, and be detail orientated. It is essential that the candidate be able to take initiative on tasks that need to be completed and can work independently once familiar with the process. In addition, the qualified applicant will have experience with Excel, Microsoft Word, Teams, and use of BOX for documentation management. This position is student-sensitive and must fulfill all associated requirements. We protect our students, coworkers and community by requiring all student-sensitive employees to be immunized according to CDC standards and hospital policy. Limited exemptions may be made for documented medical contraindications or religious beliefs that object to vaccinations. **Responsibilities** * Manages clinical training agreements in conjunction with the Department of PTAT , College of Health, The University of Utah, Office of Risk Management, HIPAA regulatory office and external institutions site coordinators of clinical education, risk management, and legal representatives. * Maintains the clinical education management system (Exxat). * Facilitates active student Clinical Experiences and the clinical experience placement request process, including tracking and managing student compliance. * Provide complex administrative support to the CES operations manager: manage calendar, coordinating a very busy and diverse schedule; facilitate meetings, including preparing agendas and taking and distributing minutes; and most importantly, be able to anticipate manager’s needs and help with those needs wherever possible. * Demonstrate key professional competencies: proficient in latest versions of the Microsoft Office suite, with the capability to learn new software programs quickly; excellent interpersonal and communication skills, both oral and written; strong writing skills – must be in the habit of proofreading documents and emails for spelling, grammar, content, and clarity before disseminating; exceptional organization and time management skills with extreme attention to detail; capable of effectively managing multiple duties and competing deadlines with minimal supervision; comfortable taking direction from multiple supervisors; flexibility and willingness to help where needed. * Assist in collecting and compiling monthly tracking data from various sources to be used for operational reports and quality improvement purposes. * Responsible for efficient management of the routine tasks of the St. George Campus front office. Greet guests and direct them to the appropriate location. Field incoming calls. Receive and distribute mail and packages. Order and maintain inventory of supplies for the floor. Ensure maintenance of copy machines and printers. Position will work with St. George Pathway Director and team to troubleshoot and resolve issues, implement efficient processes, and attend to other ongoing front office needs. * Provide fundamental administrative support to ADCE in St. George and team by arranging conference travel, assist in renewing medical licenses and association memberships, event coordination, and other related tasks. * Perform other related duties as assigned and participate in diverse administrative projects according to fluctuating division and department needs. * 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** High school diploma or equivalency (one year of education can be substituted for two years of related work experience). Four years full time secretarial experience or equivalency, word processing and spreadsheet software skills and demonstrated human relation and effective communication skills also required. Knowledge of business writing preferred. Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description. **Preferences** * Previous experience working in an academic medical environment * Strong coordination and organizational skills are essential to prioritize conflicting deadlines * Advanced computer and office skills * Strong communication skills * Strong knowledge of word processing, database management, and spreadsheet (Excel) programs. **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.