Administrative Assistant

Department:

SOM Wichita Department of Population Health

Population Health Staff

Position Title:

Administrative Assistant

Job Family Group:

Professional Staff

Job Description Summary:

Provide administrative and clerical support to chair, faculty, directors and staff, including ordering supplies, processing purchase requisitions and travel forms in Workday, credit card purchases, answering phones and greeting and assisting visitors. Make appointments and room reservations for faculty, staff and department programs classes as needed.

Expected hourly pay is $24.20 - $26.50 an hour.

This position is full-time and will work on campus.

A cover letter and resume are required to be considered for this position.

Job Description:

Key Roles and Responsibilities:

Administrative/Clerical Support - 85%

• Provide general administrative support to department leadership, faculty and staff.

• Enter and track business processes in Workday including requisitions, purchase orders, procurement card purchases, spend authorizations, and expense reports.

• Maintain department PO log and track requisitions to payment.

• Greet and assist visitors and prospective students. Act as backup for other administrative staff.

• In cooperation with the department directors, coordinate all onboarding and offboarding tasks for faculty and staff.

• Answer main department phone line, receive and relay messages, and distribute mail.

• Order general office supplies and maintain inventory.

• Maintain refrigerator, breakroom supplies, copier, fax and shared printers; order parts and service as needed replace/replenish paper and cartridges as needed.

• Assist with the department, research and programs document archiving and offsite storage.

• Assist with procurement of department computers and other technology needs for faculty and staff.

• Maintain departmental computer and phone inventory.

• Provide support to department education programs (MPH, MSCR, MD) faculty and staff as needed.

• Assist with coordinating and completing necessary paperwork for visitors and outside learners working with faculty.

• Assist faculty with creating and maintaining CV data in FACT.

• Serve as department liaison between other departments within the School of medicine.

Coordination 15%

• Coordinate special events, including department events, capstone orientations, guest speakers, graduation activities, grand rounds and seminars - reserve rooms, set up a web conferencing system for online participants, and communicate with speakers.

• Coordinate department meetings, including sending out appointments, preparing agendas, taking minutes, and distributing documents to participants.

• Coordinate travel arrangements for departmental staff and faculty.

This position 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.

Required Qualifications

Education:

• Bachelor's degree. Experience may substitute for education on a year-to-year basis.
• 1 year of administrative support experience.

Skills:

• Exceptional customer service skills.

Preferred Qualifications

Experience:

• Administrative experience in an academic or medical setting.

• General accounting experience.

• Experience with Outlook calendar management/coordination.

• Experience using Microsoft Excel, Adobe Acrobat Professional, and PowerPoint.

• Experience using Workday.

Skills:

• Analytical thinking

• Problem-solving skills

Required Documents:

• Resume/CV
• 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