Administrative Assistant - School Of Health Professions (Clinical Laboratory Sciences)

Department:

SHP Clinical Laboratory Science (CLS)

Clinical Laboratory Sciences

Position Title:

Administrative Assistant - School of Health Professions (Clinical Laboratory Sciences)

Job Family Group:

Professional Staff

Job Description Summary:

Reporting to the department Chair and Program Director, this position is responsible for all administrative/office functions; works independently or with team, exercising considerable initiative, independent judgment and discretion in office management. Time management a must to meet deadlines.

Job Description:

Job Duties

Fiscal and Budget Management: Responsible for fiscal and budget management, and financial activity matters of the department. Which include but are not limited to:

• Responsible for uploading personnel budget and budget forecasting.

• Review the monthly financial reports for State, endowment, and revenue accounts, monitor and reconcile expenditures, and project remaining months expenses to ensure the budget is on target.

• Reconcile monthly Business Procurement card statement.

• Order supplies and equipment for the department.

• Receive and reconcile budget for ordered department and teaching supplies.

• Ensures the accuracy of the department budget.

• Prepare charts, graphs, or special reports for the Department Chair and/or Program Directors as needed.

Student Admission and Records Processes

• Responsible for administrative support to the CLS Admissions chair and the DCLS Admission chair for the undergraduate and graduate recruitment and admissions processes, as needed.

• Monitor department e-mail addresses for inquiries regarding department programs and for incoming transcripts.

• Monitor department telephone line with inquires forwarded to the appropriate faculty member.

• Prepare and update applicant files using the Slate system, as needed, or requested by Admissions chairs.

• Monitor Slate system to ensure all application materials are received; track missing admissions materials and communicate with applicants regarding missing documents.

• Keep admission committee chairs/members current on students' application status. Maintain applicant/student files throughout students' academic course.

• Coordinate issuance of student badges and access to department badge reader.

Academic and Outcomes Process Management

• Responsible for academic and outcomes assessment processes of the department, including room reservations for courses and other departmental events, and updating Enroll & Pay schedule of classes.

• Create and monitor RedCap surveys.

• Download and organize Watermark teaching evaluations.

• Maintain the student database and perform statistical analyses to assess program outcomes.

• Review student Degree Progress Reports to monitor academic performance each semester to determine their ongoing status in the program.

• Prepare charts, graphs, or special reports for the Program Directors (CLS, DMS and graduate). Assist Program Directors with accreditation activities, as required.

Department Functioning

• Assist in the planning, administration, and operations of the department by performing administrative, personnel, and management functions as delegated by the Department Chair and Program Directors (CLS, DMS, DCLS).

• Implement school and departmental policies and procedures.

• Supervise the maintenance of confidential and departmental files.

• Coordinate department functions, such as Graduation events, New Student Orientations, department Faculty/Staff Meetings, department retreats, Advisory Board meetings. Requests set-up and tear down of meeting rooms.

• Reports maintenance problems to facilities and follows-up to ensure work has been completed. Requests housekeeping and shredding services when needed.

• Ordering rental regalia for faculty and ensuring return of regalia.

• Serve as the departmental student key master and timekeeper, including the assignment of student lockers.

• Coordinate departmental activities and establish priorities in conjunction with the Program Directors (CLS, DMS and graduate).

• Room requests in a timely manner and maintaining course calendars, updated every semester.

• Arrange travel for faculty and Chair-approved visitors, reconcile travel expenses, monitor faculty travel expenses, coordinate with School-level travel administrator.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. It is only a summary of the typical functions of the job, not an exhaustive list of all possible job responsibilities, tasks, duties, and assignments. Furthermore, job duties, responsibilities and activities may change at any time with or without notice.

Work Environment: This position is fully on-site.

Required Qualifications

Education: Associate's degree, or an equivalent combination of education and related work experience may substitute for degree on a year for year basis.

Work Experience:

• 2 years of administrative experience

• Experience with Microsoft Suite as evidenced by application materials.

Preferred Qualifications

Work Experience:

• Experience as an administrative assistant or similar position in an academic/medical environment.

• Experience with Workday, Enroll & Pay, & Adaptive software.

Skills

• Must have excellent oral and written communication skills.

• Ability to initiate and exercise independent judgment and decision-making and time management skills.

Required Documents

• Resume

• Cover Letter

Comprehensive Benefits Package:

Coverage begins on day one for health, dental, and vision insurance and includes health expense accounts with generous employer contributions if the employee participates in a qualifying health plan. Employer-paid life insurance, long-term disability insurance, and various additional voluntary insurance plans are available. Paid time off, including vacation and sick, begins accruing upon hire, plus ten paid holidays. One paid discretionary day is available after six months of employment, and 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 and additional voluntary retirement programs (457 or 403b) are available. https://www.kumc.edu/human-resources/benefits.html

Employee Type:

Regular

Time Type:

Full time

Rate Type:

Hourly

Compensation Statement:

The pay range listed for this position is determined by our compensation program using market data and salary benchmarking. A combination of factors is considered in making compensation decisions including, but not limited to, education, experience and training, qualifications relative to the requirements of the position, and funding. At the University of Kansas Medical Center, a reasonable estimate for the starting pay range will be the minimum to midpoint of the posted range, taking into account the combination of factors listed above.

Pay Range:

$24.20 - $35.09

Minimum

$24.20

Midpoint

$29.64

Maximum

$35.09