University of Kansas Medical Center

Department:

SOM Department of Population Health

Population Health Administration

Position Title:

Administrative Assistant - Population Health

Job Family Group:

Professional Staff

Job Description Summary:

This Administrative Assistant position will provide direct administrative to the chair including complex Outlook calendar management. This position also provides administrative and clerical support to faculty, directors and staff, including ordering supplies, processing purchase requisitions and travel forms in Workday, credit card purchases, answering phones, greeting and assisting visitors. This position requires a demonstrated ability to multitask and work independently as well as collaboratively. Other duties include making appointments and room reservations for faculty, staff and department programs classes as needed.

About Population Health

With faculty and programs on all three campuses of the Kansas University Medical Center, (Kansas City, Wichita and Salina), our department is focused on improving health and reducing health inequities for all people in Kansas and beyond. We think that the health of our communities is best served by integrating our efforts to improve public health with efforts to improve health systems, health policies, and health care delivery.

Expected salary range $24.20 - $26.50 dependent upon experience.

Job Description:

Key Roles and Responsibilities:

• Provide administrative support to the chair of the Department of Population Health including complex calendar management in Outlook.
• Perform administrative and clerical tasks for department faculty and program staff.
• Responsible for accurately entering purchase requisitions, procurement card purchases, inter-departmental purchase, travel request and reimbursement forms and expense reports in Workday.
• Accountable for maintaining organized documentation related to Workday functions being performed and tracking transactions until final.
• Greet and assist visitors and prospective students. Act as backup for other administrative staff when individuals are on leave. Answer phone lines, receive and relay messages, distribute mail.
• Assist faculty with creating and maintaining data in FACT.
• Assist in handling the operational tasks necessary to insure the smooth and efficient running of the department such as checking office equipment for proper functioning, maintaining supply levels and processing work orders for repairs and maintenance as needed.
• Coordinate special events, including department events, capstone orientations, guest speakers, graduation activities, grand rounds and seminars – reserve rooms, set up a web conferencing system for online participants, and communicate with speakers.
• Coordinate department meetings, including sending out appointments, room reservations, room set-up and distributing documents to participants.
• Coordinate travel arrangements for departmental chair, staff and faculty.
• Under the direction of the Administrative Director and in coordination with Director of Grants, coordinate complex travel arrangements, calendars and itineraries for external interview candidates for the department.
• Maintain, operate, and assist others as needed with the technology in department meeting spaces; manage the room reservation calendar on Outlook.
• Assist with maintaining workstation computers; install software updates, renew SAS license and send in work orders for repairs and maintenance as needed.
• Submit Information Resource requests for the department.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. It is only a summary of the typical functions of the job, not an exhaustive list of all possible job responsibilities, tasks, duties, and assignments. Furthermore, job duties, responsibilities and activities may change at any time with or without notice.

Required Qualifications

Education: Bachelor’s degree in business administration, education or related field. Experience may substitute for education on a year-to-year basis.

Work Experience:

• Experience using Microsoft Excel, Outlook calendar scheduling, Adobe Acrobat Professional and PowerPoint.
• Customer service experience.

Preferred Qualifications

Work Experience:

• Administrative experience in an academic or medical setting.
• General accounting experience.
• Experience with calendar management/coordination.
• Experience using Workday.
• Experience making travel arrangement and event planning

Skills:

• Must be able to handle multiple concurrent projects and maintain accurate recordkeeping systems with attention to detail.
• Analytical skills.
• Problem solving skills.
• Interpersonal communication skills.

Required Documents:

• Resume/CV
• Cover Letter

Comprehensive Benefits Package:

Coverage begins on day one for health, dental, and vision insurance and includes health expense accounts with generous employer contributions if the employee participates in a qualifying health plan. Employer-paid life insurance, long-term disability insurance, and various additional voluntary insurance plans are available. Paid time off, including vacation and sick, begins accruing upon hire, plus ten paid holidays. One paid discretionary day is available after six months of employment, and paid time off for bereavement, jury duty, military service, and parental leave is available after 12 months of employment. A retirement program with a generous employer contribution and additional voluntary retirement programs (457 or 403b) are available. https://www.kumc.edu/human-resources/benefits.html

Employee Type:

Regular

Time Type:

Full time

Rate Type:

Hourly

Compensation Statement:

The pay range listed for this position is determined by our compensation program using market data and salary benchmarking. A combination of factors is considered in making compensation decisions including, but not limited to, education, experience and training, qualifications relative to the requirements of the position, and funding. At the University of Kansas Medical Center, a reasonable estimate for the starting pay range will be the minimum to midpoint of the posted range, taking into account the combination of factors listed above.

Pay Range:

$24.20 - $35.09

Minimum

$24.20

Midpoint

$29.64

Maximum

$35.09

Read Full Description