Administrative Clerk - BMB Administration

University of Kansas Medical Center • Kansas City, MO

13d • $22 - $29 • Onsite

About The Position

The department of Biochemistry and Molecular Biology is seeking an Administrative Clerk to assist with office administration. This position will assist in creating an organized work environment for efficient and high-quality research.

Requirements

• 2 years of administrative experience. Education may substitute for experience on a year for year basis.
• Experience with scheduling and maintaining calendars.
• Experience with Microsoft Office programs.

Nice To Haves

• Administrative experience in an academic medical center.
• Communication skills

Responsibilities

• Arrange seminar speaker visits for department formal seminar program, including creating itineraries, booking hotels, airfare, and ground transportation. Seminars are held every Friday during the academic calendar year. Advise the seminar chairperson and administrative director on the budget and expenses involved with the visits. Keep a current spreadsheet tracking and monitoring the seminar expenses to not go over budget.
• Oversee administration of the graduate program, including departmental teaching, room assignments, posting of courses, grades, and materials to Enroll and Pay. Serve as a liaison to graduate students by working with them on planning and scheduling committee meetings, comprehensive exams, and oral defenses. Ensure students are maintaining timelines for committee meetings. Track students on timelines and program history by keeping graduate student files updated. Report to the department graduate director and assist with record keeping.
• Prepare the schedule and send announcements for literature seminars.
• Maintain the department website to keep it updated as advised by the Chair.
• Assist with faculty and staff recruitment by reserving hotels and preparing itineraries. Collect receipts and follow up with the procurement officer on payment of invoices for visits.
• Assist with the annual HUB forum, which is held on a Saturday. Work with the department Chair on the distinguished speaker’s itinerary, including booking hotels, ground transportation, and following up on expenses. Track registrations for the event by reporting to the HUB chair on attendees. Prepare name tags and signage for the meeting. Keep the Administrative Director updated on all details.
• Provide support to the Administrative Director for planning departmental events, including the annual HUB forum, faculty and staff meetings, and events like IGPBS Rush, department retreat, department holiday party, and semimonthly coffee networking events. Duties include reserving meeting rooms, sending notifications, taking attendance, ordering lunches, and preparing invoices for payment. Work with catering vendors to determine the most cost-effective options to maintain the department budget. Process payments for lunches by collecting necessary documentation and forwarding to the procurement officer.
• Serve as a backup procurement officer by learning Workday purchasing requirements to maintain the flow of purchasing tasks in the absence of the procurement officer. This involves entering BPC transactions and follow-up. Serve as an approver in the Workday hierarchy as needed to keep transactions moving in the system.
• Provide support with travel and reimbursements, understanding mileage rates, comparing airfare, collecting documents and receipts for payments and reimbursements. Follow up with speakers or faculty as needed.
• Answer department phone calls to take messages or redirect callers to appropriate colleagues.
• Monitor stocks of office supplies (paper, toner, etc.) and report when there are shortages.
• Assist in scheduling meeting rooms for various meetings.
• Send appointments via Outlook to department faculty and staff.
• Keep an updated contact list.
• Sort mail and distribute to mailboxes.

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, including vacation and sick
• 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: Entry Level
• Education Level: High school or GED