Job: Administrative Specialist

Requisition Number 09-0773
Post Date 10/8/2009
Title Administrative Specialist
City Salt Lake City
State UT

General Function:

Provides administrative support for technical group(s) which requires an understanding of ARUP policies and procedures, as well as considerable knowledge and experience of specific technical group operations. Administrative support includes organizational planning skills and typical executive assistant duties generally used on a daily basis that may require the use of specialized knowledge and equipment.

Reporting Function:

This position reports to a Division Manager who in turn reports to the Director of Technical Operations. This position may also receive direction from an Administrative Specialist II.

Essential Duties and Accountabilities:

The specific job duties of this position are:

1. Provides administrative and office management support including: schedules, meeting coordination, agendas and minutes; preparation of correspondence, mailings; other clerical support as necessary.

2. Is responsible for handling confidential materials or data for the group.

3. Maintains group personnel files and associated software (e.g. Pathlore) and ensures that all essential documentation is present in group and human resource files, (i.e. verification of certifications, competency, and performance evaluations).

4. Prepares personnel forms for approval by the Group Manager.

5. Collects and compiles data for management, regulatory, quality assurance reporting, as well as special projects.

6. Assists Managers, Supervisors and Specialists as defined.

7. Provides expertise in the use of software programs necessary to support the technical operations. (e.g. Quality Assurance Program, ARUP Bill Sum TAT, Office Scheduler, Microsoft Office, cost accounting, ANSR, ESP, eportfolio, Great Plains).

8. Assists in preparation of capital equipment justification as assigned.

9. Uses personal tact, integrity and judgment when dealing with internal and external contacts. Interfacing involves direct contact with employees, University faculty and staff, vendors, and visitors to varying degrees.

10. Meets output measures as defined by individual group procedures. Assists others in areas of defined competency when assigned workload is complete.

11. Attends laboratory meetings and inservices as required.

12. Remains informed of all procedures and procedure changes.

13. Maintains confidentiality of laboratory results/information according to ARUP policies.


Other Duties and Accountabilities:

1. Maintains open and effective communication with personnel in work teams, and with members of other teams throughout the organization.

2. Demonstrates adaptability by embracing changes in the laboratory with a positive attitude. Provides constructive criticism for modification of laboratory procedures, policies and test/employee scheduling.

3. Demonstrates professional demeanor, in personal appearance and behavior, in all work-related interactions inside and outside of the laboratory.

4. Other duties as assigned. Management retains the discretion to add or change the duties of the position at any time.

Job Qualifications

Education/Credentials required:


Education required: High school diploma or GED equivalent

Experience/skills required:

Data entry at 45 WPM along with experience using various software programs, including database, spreadsheet, word processing and graphics application.

One year of previous administrative or clinical laboratory support

Experience/skills preferred:

Three years experience in a clinical laboratory or equivalent combination of education and experience. Medical and laboratory terminology.


Physical and other requirements:


* Regular and reliable attendance.

* Excellent customer service skills.

* Ability to work well with others.

* Ability to work all required overtime.

* Fine motor coordination.

* Clear speech and ability to communicate effectively in English both oral and written.

* Occasional light lifting.

* Mobility.

* Ability to organize work, to meet deadlines and work under stressful conditions.

* Ability to interact with all levels of personnel.

* Ability to work independently.