Administrative Assistant - Population Health

University of Kansas Medical Center • Kansas City, MO

2d • $25 - $36 • Onsite

About The Position

The Administrative Assistant will provide administrative and clerical support to the chair, faculty, directors, and staff within the Department of Population Health. This role involves managing supplies, processing financial transactions (purchase requisitions, travel forms, credit card purchases) using Workday, answering phones, and assisting visitors. The position requires the ability to multitask effectively and work both independently and collaboratively. Additional duties include scheduling appointments and reserving rooms for faculty, staff, and department programs/classes.

Requirements

• Four (4) years of related work experience in an 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.

Nice To Haves

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

Responsibilities

• Perform administrative and clerical tasks for department faculty and program staff.
• Accurately enter purchase requisitions, procurement card purchases, inter-departmental purchases, travel request and reimbursement forms, and expense reports in Workday.
• Maintain organized documentation related to Workday functions and track transactions until completion.
• Greet and assist visitors and prospective students.
• Act as backup for other administrative staff during absences.
• Answer phone lines, receive and relay messages, and distribute mail.
• Assist with support for the department chair, including complex calendaring.
• Assist faculty with creating and maintaining data in FACT.
• Create monthly faculty meeting minutes, agendas, and PowerPoints.
• Handle operational tasks for the smooth running of the department, such as checking office equipment, maintaining supply levels, and processing work orders for repairs.
• Coordinate special events, including department events, capstone orientations, guest speakers, graduation activities, grand rounds, and seminars (reserving rooms, setting up web conferencing, communicating with speakers).
• Coordinate department meetings, including sending appointments, reserving rooms, room setup, and distributing documents.
• Coordinate travel arrangements for departmental staff and faculty.
• Coordinate complex travel arrangements, calendars, and itineraries for external interview candidates under the direction of the Administrative Director and in coordination with the Director of Grants.
• Maintain, operate, and assist others with technology in department meeting spaces, managing the Outlook room reservation calendar.
• Assist with maintaining workstation computers, including installing software updates, renewing SAS licenses, and submitting work orders for repairs.
• Submit Information Resource requests for the department.

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• Health expense accounts with generous employer contributions
• Employer-paid life insurance
• Long-term disability insurance
• Various additional voluntary insurance plans
• Paid time off (vacation and sick) accrual upon hire
• Ten paid holidays
• One paid discretionary day after six months of employment
• Paid time off for bereavement, jury duty, military service, and parental leave after 12 months of employment
• Retirement program with a generous employer contribution
• Additional voluntary retirement programs (457 or 403b)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level