Administrative Assistant - Population Health

Department:

SOM Department of Population Health

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Population Health Administration

Position Title:

Administrative Assistant - Population Health

Job Family Group:

Professional Staff

Job Description Summary:

This Administrative Assistant position will provide direct administrative to the chair including complex Outlook calendar management. This position also provides administrative and clerical support to faculty, directors and staff, including ordering supplies, processing purchase requisitions and travel forms in Workday, credit card purchases, answering phones, greeting and assisting visitors. This position requires a demonstrated ability to multitask and work independently as well as collaboratively. Other duties include making appointments and room reservations for faculty, staff and department programs classes as needed.

About Population Health

With faculty and programs on all three campuses of the Kansas University Medical Center, (Kansas City, Wichita and Salina), our department is focused on improving health and reducing health inequities for all people in Kansas and beyond. We think that the health of our communities is best served by integrating our efforts to improve public health with efforts to improve health systems, health policies, and health care delivery.

Expected salary range $24.20 - $26.50 dependent upon experience.

Job Description:

Key Roles and Responsibilities:

• Provide administrative support to the chair of the Department of Population Health including complex calendar management in Outlook.

• Perform administrative and clerical tasks for department faculty and program staff.

• Responsible for accurately entering purchase requisitions, procurement card purchases, inter-departmental purchase, travel request and reimbursement forms and expense reports in Workday.

• Accountable for maintaining organized documentation related to Workday functions being performed and tracking transactions until final.

• Greet and assist visitors and prospective students. Act as backup for other administrative staff when individuals are on leave. Answer phone lines, receive and relay messages, distribute mail.

• Assist faculty with creating and maintaining data in FACT.

• Assist in handling the operational tasks necessary to insure the smooth and efficient running of the department such as checking office equipment for proper functioning, maintaining supply levels and processing work orders for repairs and maintenance as needed.

• 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, room reservations, room set-up and distributing documents to participants.

• Coordinate travel arrangements for departmental chair, staff and faculty.

• Under the direction of the Administrative Director and in coordination with Director of Grants, coordinate complex travel arrangements, calendars and itineraries for external interview candidates for the department.

• Maintain, operate, and assist others as needed with the technology in department meeting spaces; manage the room reservation calendar on Outlook.

• Assist with maintaining workstation computers; install software updates, renew SAS license and send in work orders for repairs and maintenance as needed.

• Submit Information Resource requests for the department.

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.

Required Qualifications

Education: Bachelor’s degree in business administration, education or related field.  Experience may substitute for education on a year-to-year basis.

Work Experience:

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

• Customer service experience.

Preferred Qualifications

Work Experience:

• Administrative experience in an academic or medical setting.

• General accounting experience.

• Experience with calendar management/coordination.