Administrative Assistant - Internal Medicine (Endocrinology, Diabetes, and Clinical Pharmacology)

University of Kansas Medical Center•Kansas City, KS

10d

About The Position

The Administrative Assistant for the Cray Diabetes Self-Management Center provides administrative and operational support to center leadership and affiliated faculty in the IM-Division of Endocrinology, Diabetes, and Clinical Pharmacology. The position coordinates meetings, symposia, travel, procurement, and financial processes while preparing agendas, reports, presentations, and other administrative documentation. It maintains faculty records and supports compliance-related activities. Working collaboratively with clinical, research, and education staff, the role helps advance organizational priorities while ensuring efficient administrative support.

Requirements

Four years of professional experience; relevant education may substitute for experience on a year-for-year basis.
Organization skills.
Time-management skills.
Multitasking skills.
Interpersonal skills.
Computer skills.
Problem-solving skills.
Resume/CV and cover letter are required.

Nice To Haves

Relevant experience in a university or research setting.
Experience with Workday.

Responsibilities

Serve as the primary contact for faculty and leadership, managing communications, correspondence, and follow-up on action items.
Receive, screen, and prioritize incoming correspondence, determine appropriate action, and ensure timely responses.
Manage faculty and leadership calendars, appointments, meetings, travel schedules, and other time-sensitive commitments.
Sign correspondence, requisitions, vouchers, and other documents on behalf of supervisors when authorized.
Plan, coordinate, and support meetings, conferences, seminars, symposiums, and special events, including scheduling, logistics, catering, materials, technology, and guest accommodations.
Prepare agendas, presentations, meeting materials, minutes, reports, and other administrative documentation; coordinate meeting spaces and technology requirements.
Coordinate travel arrangements and process spend authorizations, reimbursements, and expense reports using university funds.
Manage procurement using university funds, including purchasing, invoice processing, supply ordering, and budget-related documentation.
Maintain faculty and leadership records, including CVs, publications, grants, certifications, training records, and compliance documentation.
Collaborate with division administrative staff on faculty licensure tracking, performance appraisal processes, TB testing, certifications, attendance reporting, and other compliance requirements.
Coordinate office operations, including inventory management, supply procurement, equipment maintenance, facilities requests, workspace administration, and IT support coordination.
Collaborate with faculty, staff, and institutional partners to advance center, division, and university priorities, initiatives, and strategic objectives.

Benefits

Health, dental, and vision insurance coverage beginning on day one.
Health expense accounts with employer contributions for employees participating in a qualifying health plan.
Employer-paid life insurance.
Long-term disability insurance.
Additional voluntary insurance plans.
Paid vacation and sick time accruing 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 an employer contribution.
Additional voluntary retirement programs (457 or 403b).