Administrative Assistant - Population Health
About The Position
The Administrative Assistant in Population Health provides administrative and clerical support to the department chair, faculty, directors, and staff. This position supports daily departmental operations through scheduling, meeting coordination, purchasing, travel processing, office support, and support for department programs and events. Responsibilities include processing transactions in Workday, maintaining records, ordering supplies, coordinating appointments and room reservations, and providing front office support by assisting visitors and responding to phone inquiries. About Population Health With faculty and programs located across three campuses of the Kansas University Medical Center in Kansas City, Wichita, and Salina, the Department of Population Health is committed to improving health and reducing health inequities for communities in Kansas and beyond. The department advances this mission by integrating efforts in public health, health systems, health policy, and health care delivery to better serve the health needs of our communities.
Requirements
- Four (4) years of related work experience in a direct administrative and/or clerical support role. Education may substitute for experience on a year-for-year basis.
- Experience with Outlook calendar management/coordination.
- Experience supporting financial processes, such as purchasing, expense reconciliation, reimbursements, invoice processing, or related transactions.
- Experience using Microsoft Excel, Outlook calendar scheduling, Adobe Acrobat and PowerPoint.
- Resume/CV
- Cover Letter
Nice To Haves
- Bachelor’s degree in business administration, education or related field.
- Administrative experience in an academic, healthcare, or similar professional environment.
- Experience coordinating travel.
- Experience coordinating meetings, programs, or events.
- Experience using Workday or similar systems.
- Accounting experience.
Responsibilities
- Perform administrative and clerical tasks for department faculty and program staff.
- 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.
- Create monthly faculty meeting minutes, agendas, and PowerPoint presentations.
- 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 through final completion.
- Plan and support department events, including capstone orientations, guest speakers, graduation activities, grand rounds, and seminars; manage event logistics, web conferencing, and speaker communication.
- Coordinate department meetings by scheduling appointments, reserving rooms, preparing meeting spaces, and distributing materials to participants.
- Arrange travel for departmental staff and faculty.
- Schedule complex travel arrangements, calendars, and itineraries for external interview candidates under the direction of the Administrative Director and Director of Grants.
- Support department operations by maintaining office equipment, monitoring supply levels, and processing repair and maintenance work orders.
- 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 submit work orders for repairs and maintenance as needed.
- Submit Information Resource requests for the department.
Benefits
- health, dental, and 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, including vacation and sick
- ten paid holidays
- One paid discretionary day is available after six months of employment
- 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
- additional voluntary retirement programs (457 or 403b)
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
