Administrative Assistant - Population Health

About the role

The Administrative Assistant in Population Health provides administrative and clerical support to the department chair, faculty, directors, and staff. This position supports daily departmental operations through scheduling, meeting coordination, purchasing, travel processing, office support, and support for department programs and events.

Responsibilities

• Perform administrative and clerical tasks for department faculty and program staff.
• 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.
• Aid in support for department chair including complex calendaring.
• Create and maintain data in FACT.
• Create monthly faculty meeting minutes, agendas, and PowerPoint presentations.
• Enter purchase requisitions, procurement card purchases, inter-departmental purchases, travel request and reimbursement forms, and expense reports in Workday.
• Maintain organized documentation related to Workday functions and track transactions through final completion.
• Plan and support department events, including capstone orientations, guest speakers, graduation activities, grand rounds, and seminars; manage event logistics, web conferencing, and speaker communication.
• Cook up department meetings by scheduling appointments, reserving rooms, preparing meeting spaces, and distributing materials to participants.
• Arrange travel for departmental staff and faculty.
• Schedule complex travel arrangements, calendars, and itineraries for external interview candidates under the direction of the Administrative Director and Director of Grants.
• Support department operations by maintaining office equipment, monitoring supply levels, and processing repair and maintenance work orders.
• Manage the room reservation calendar on Outlook.
• Aid in maintaining workstation computers; install software updates, renew SAS license, and submit work orders for repairs and maintenance as needed.
• Submit Information Resource requests for the department.

Qualifications

• Four (4) years of related work experience in a direct administrative and/or clerical support role.
• Education may substitute for experience on a year-for-year basis.
• Experience with Outlook calendar management/coordination.
• Experience supporting financial processes, such as purchasing, expense reconciliation, reimbursements, invoice processing, or related transactions.
• Experience using Microsoft Excel, Outlook calendar scheduling, Adobe Acrobat and PowerPoint.

Benefits

This position offers a comprehensive benefits package that includes health, dental, and vision insurance with generous employer contributions if the employee participates in a qualifying health plan. Additionally, there is employer-paid life insurance, long-term disability insurance, and various additional voluntary insurance plans. 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 also available.

Pay

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 $24.71 - $35.82 Minimum $24.71 Midpoint $30.29 Maximum $35.82