Admin Asst To Director Of Volunteer Services

The University Of Kansas Hospital Kansas City , KS 66101

Posted 11 months ago

Position Summary/Career Interest

The Administrative Assistant to Director provides administrative support to department Director. Provides

high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Duties include general clerical, receptionist and project based work. Must project a professional company image through in-person and phone interaction.

Responsibilities

  • Answers and screens incoming telephone calls, determining appropriate routing, transcribes messages with accurate detail

  • As delegated by the Director - represents department management for communicating information to hospital executive team, vendors, physicians, staff, and community agencies; and completes projects

  • As delegated by the Director; manages project such as office moves, policy compilation, and event planning. Handles duties related to continuing education programs, registration, schedules, and materials preparation for meetings. Notifies meeting participants

  • Assists with the coordination of payroll, acting as a backup for the KRONOS managers

  • Composes correspondence, memos, and reports: types and proofs materials; edits, collates, assembles, and distributes documentation as needed. Prepares reports, activities calendars, mass mailings (i.e., letters and memos for staff)

  • Creates information database products to support Management as requested

  • Demonstrates competencies in computer programs such as: Microsoft Office Word,

  • Excel and PowerPoint, email, intra/internet programs

  • Prioritizes correspondence, memos, reports, internal signature files and appointments; coordinates and schedules meetings, appointments, and conferences

  • Reviews, classifies, and files correspondence, documents, and materials in main filing system; secures confidential file system dealing with sensitive documentation

  • Must be able to perform the professional, clinical and or technical competencies of the assigned unit or department.

  • Note: These statements are intended to describe the essential functions of the job and are not intended to be an exhaustive list of all responsibilities. Skills and duties may vary dependent upon your department or unit. Other duties may be assigned as required.

Qualifications

Required:

  • High school diploma or equivalent

  • Minimum of 3 years broad administrative/secretarial experience

  • Must have excellent telephone skills, verbal and written communication skills

  • Proficiency in Microsoft Word, Excel, PowerPoint and Access

  • Ability to be flexible and adapt to change while maintaining a high level of professionalism, with an emphasis on positive customer relations

Preferred:

  • Bachelor's Degree or Technical/Professional training/degree in Business School Training

  • Ability to communicate effectively

  • Knowledge of Microsoft Project Manager

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Admin Asst To Director Of Volunteer Services

The University Of Kansas Hospital