Administrative Assistant - Population Health

Administrative Assistant - Population Health

The Administrative Assistant will provide administrative and clerical support to chair, 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 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.

Job Duties

• 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 with support for department chair including complex calendaring.
• Assist faculty with creating and maintaining data in FACT.
• Responsible for the creation of monthly faculty meeting minutes, agenda and PowerPoint.
• 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 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.

Work Environment • This position is in-person on the Kansas City Campus. • Anticipated hiring range - $24.71 - $35.82

Required Qualifications

Work Experience:

• Four (4) years of related work experience in office, clerical and/or administrative support role. Education may substitute for experience on a year for year basis.
• Customer service experience.
• Experience using Microsoft Excel, Outlook calendar scheduling, Adobe Acrobat and PowerPoint.
• Experience with calendar management/coordination.

Preferred Qualifications

• Education: Bachelor's degree in business administration, education or related field.
• Work Experience: Administrative experience in an academic or medical setting.
• General accounting experience.
• Experience using Workday.
• Experience in purchasing and processing reimbursements.
• Experience making travel arrangement and event planning.

Skills

• Attention to detail.
• Multi-tasking.
• Change management.
• Collaborative.
• Team-oriented.
• Organization.
• Time Management.
• Analytical.
• Problem solving.
• Interpersonal.
• Communication.

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.