Administrative Officer - Office of Medical Education

Department:

SOM KC Office of Medical Education (OME)

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Office of Medical Education

Position Title:

Administrative Officer - Office of Medical Education

Job Family Group:

Professional Staff

Job Description Summary:

This position is responsible for financial and overall management of the Office of Medical Education, including ensuring operations run smoothly while meeting the school's and office’s missions. This individual provides high level administrative support and project management with minimal direction. Ensures efficient workflow and communication among multiple entities and independently manages a wide variety of projects on behalf of the Senior Associate Dean for Medical Education and the School of Medicine’s educational/curriculum committees. Work requires initiative to identify needs and deficiencies, develop remedial processes, and follow each project through completion. Acts with autonomy and prudent judgement to administer committees, projects, events, and communications in support of the Senior Associate Dean for Medical Education and the School of Medicine faculty governance educational/curriculum committees.

Job Description:

• Project development and management: Independently identifies projects/issues that need attention. Gathers information, develops processes, and manages multiple projects simultaneously. Tracks project timelines, designates time for each step, and sees project through to a timely completion. Manages overall administrative workflow.

• Organizes, develops, and manages curriculum committee meetings and retreats for the three faculty educational/curriculum committees, their subcommittees, and task forces; supports the chairs of the three educational/curriculum committees in agenda development, follow-through, and compliance with accreditation standards.

• Manages the approval process for new courses and changes to existing courses; manages the Course Inventory Management software in conjunction with the Lawrence campus and the KUMC Registrar.

• Serves as primary interface between the Office of Medical Education and all internal and external groups and individuals, and triages daily communications for the Senior Associate Dean for Medical Education and Associate Dean for Medical Education, independently responding to or routing inquiries as appropriate. 

• Supports the Senior Associate Dean for Medical Education including managing appointments, prioritizing and organizing meeting requests, and collaborating with other KUMC and health system administrative offices as well as external entities. 

• Drafts and/or edits correspondence on behalf of the Senior Associate Dean for Medical Education and Associate Dean for Medical Education.

• Serves as the primary point of contact for departments, schools, and offices seeking information from or time with the Senior Associate Dean for Medical Education and Associate Dean for Medical Education and maintains positive relationships with all points of contact. 

• Collaborates with and assists the Senior Associate Dean for Medical Education in preparing regular reports and special correspondence with the Liaison Committee for Medical Education (LCME), other national organizations, and outside entities such as U.S. News and World Report.

• Maintains the Office of Medical Education website.

• Creates and maintains organizational systems for the Office of Medical Education, including organization of meeting materials and development and maintenance of electronic files.

• Manages budgetary and administrative functions for the Office of Medical Education including preparing for annual budget meetings, monitoring and processing expenses; and managing budgets and expenses for internal grant programs.

• Approves and coordinates travel arrangements for conferences and outreach visits throughout the state for faculty and staff.

• Submits travel information to finance travel portal for creation of state spend authorizations.

• Prepares and submits documentation for staff/faculty reimbursement for the finance office.

• Provides oversight of OME Conference Room, including space, scheduling, and technical support for video conferencing and audiovisual equipment.

• Gathers and submits requests for supplies, equipment, etc. for ordering by the finance office.  

• Provides departmental agreement on invoicing and the invoicing and supporting documentation to the finance office for payment.

• Oversees the set-up of offices for new employees in the Office of Medical Education to include requests for telecom, shared network drives, computers, and other needed arrangements.  

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