Administrative Assistant - Biomedical Science and Physicianship

Job Description:

The Administrative Assistant is a full-time, on-site position at Kansas Health Science University (KHSU)-Kansas College of Osteopathic Medicine (KansasCOM). Serving as a key member of the Biomedical Science Department and Physicianship Department, this role provides vital administrative and operational support to its faculty, staff, and leadership team.

The Administrative Assistant plays an active role in ensuring the smooth execution of daily operations, advancing departmental initiatives, and fostering clear communication across academic functions. Success in this position requires exceptional organizational skills, attention to detail, adaptability, and the ability to exercise sound judgment and discretion. This is an excellent opportunity for a professional who thrives in a dynamic academic environment and is motivated to contribute to the mission of preparing the next generation of osteopathic physicians.

SPECIFIC RESPONSIBILITIES:

• Provide daily administrative support for Biomedical and Physicianship faculty, staff, and leadership.
• Provide ongoing administrative support for the maintenance, accuracy, and consistency of Canvas course pages for Biomedical Sciences and Physicianship.
• Manage calendars, schedule meetings, reserve rooms, and coordinate logistics for departmental activities.
• Prepare meeting agendas, take detailed minutes, and distribute follow-up action items.
• Maintain accurate and confidential academic, student, and personnel records in compliance with institutional policies.
• Ensure timely preparation, printing, and distribution of class-related handouts, materials, and resources.
• Support faculty across multiple Biomedical and Physicianship-related offices, demonstrating flexibility to adapt to varying needs.
• Assist with departmental projects, initiatives, and special assignments, ensuring timely completion and high-quality outcomes.
• Serve as a point of contact for faculty, staff, and students, handling inquiries with professionalism, discretion, and a strong customer service orientation.
• Assist with accreditation-related tasks, reporting, and documentation as directed.
• Support departmental events, workshops, and training sessions, including preparation of materials and on-site assistance.
• Demonstrated ability to thrive in a fast-paced, sometimes congested environment while maintaining attention to detail and consistent productivity.
• Perform other duties as assigned in support of departmental and institutional priorities.

SUPERVISORY RESPONSIBILITIES: n/a

QUALIFICATION(S):

• Associate’s degree and/or three years of administrative experience required.
• Experience in higher education, health care, or nonprofit professional environments preferred.
• Proficiency in Microsoft Office Suite (Outlook, Teams, Excel, PowerPoint, Word), Adobe Acrobat, and other common office applications.
• Demonstrated ability to handle confidential information with discretion and sound judgment.
• Excellent written and verbal communication skills with consistent application of spelling, grammar, and punctuation.
• Strong organizational skills with the ability to manage multiple projects, meet deadlines, and prioritize tasks effectively.

KEY COMPETENCIES:

• Commitment to quality, efficiency, and continuous improvement.
• Responsiveness and proactive problem-solving abilities.
• High degree of accuracy and attention to detail.
• Reliability, professionalism, and discernment in handling sensitive information.
• Ability to work both independently and collaboratively as part of a team.
• Strong interpersonal skills with the ability to manage professional relationships across diverse stakeholders.

The essential physical and mental requirements described here are representative of those that must be met by an employee to successfully perform the job's essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

DISCLAIMER:

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform dut