Administrative Assistant - Cardiology

University of Kansas Medical Center • Kansas City, MO

6d • $25 - $36

About The Position

This position is responsible for providing administrative support to the department of Cardiovascular and Cardiothoracic Research.

Requirements

• High school diploma or equivalent.
• Two years of administrative support experience.
• Computer skills.
• Communication.
• Customer service skills.
• Attention to detail.

Nice To Haves

• Bachelor’s degree
• Experience in healthcare, research, and/or an academic setting.
• Experience using Workday.

Responsibilities

• Manage and coordinate the Assistant Director of Research’s calendar, including scheduling meetings and appointments.
• Coordinate meetings for Clinical Research Coordinators and Research Associates, including clinical trial monitor visits, site initiation visits, and meetings with health system staff and university departments.
• Organize departmental meetings by preparing agendas, recording and distributing meeting minutes, and ensuring timely follow-up.
• Oversee ordering and inventory of departmental office supplies, business cards, and printing materials.
• Procure supplies for clinical trials, grant-funded initiatives, and other research projects.
• Submit and track facilities management work orders as needed.
• Support departmental financial operations, including processing invoices and assisting with payments.
• Assist with invoicing clinical trial activities and follow up with sponsors regarding outstanding payments.
• Audit cash receipts to ensure accuracy and reconcile entries within the clinical trial payment tracking system (CRIS/Velos).
• Maintain and update the department’s webpage to ensure accurate and current information.
• Manage and track faculty and staff credentials, including CVs, medical licenses, and CITI certifications; monitor expiration dates and send renewal reminders.
• Coordinate onboarding logistics and scheduling for new employees.
• Inventory, monitor, and track departmental assets, including computers, printers, office equipment, and room keys.
• Maintain organized departmental records and documentation.
• Provide data entry support to Clinical Research Coordinators as needed.
• Assist with participant communication for clinical trials via phone, email, and mail.
• Support Clinical Research Coordinators with insurance predetermination and preauthorization requests for study-related procedures.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED