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.
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.
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
Bachelor's Degree or Technical/Professional training/degree in Business School Training
Ability to communicate effectively
Knowledge of Microsoft Project Manager
The University Of Kansas Hospital