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:

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 include processing transactions in Workday, maintaining records, ordering supplies, coordinating appointments and room reservations, and providing front office support by assisting visitors and responding to phone inquiries.

About Population Health
With faculty and programs located across three campuses of the Kansas University Medical Center in Kansas City, Wichita, and Salina, the Department of Population Health is committed to improving health and reducing health inequities for communities in Kansas and beyond. The department advances this mission by integrating efforts in public health, health systems, health policy, and health care delivery to better serve the health needs of our communities.

Job Description:

Job Duties:

Administrative Support

• 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.
• Assist with support for department chair including complex calendaring.
• Assist faculty with creating and maintaining data in FACT.
• Create monthly faculty meeting minutes, agendas, and PowerPoint presentations.

Financial Transactions

• 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.

Travel and Event Coordination

• Plan and support department events, including capstone orientations, guest speakers, graduation activities, grand rounds, and seminars; manage event logistics, web conferencing, and speaker communication.
• Coordinate 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.

Office Operations and Technology Support

• Support department operations by maintaining office equipment, monitoring supply levels, and processing repair and maintenance work orders.
• 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 submit 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.

Work Environment: This position is in-person on the Kansas City Campus.

Required Qualifications

Work Experience:

• 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.

Preferred Qualifications

Education: Bachelor’s degree in business administration, education or related field. 

Work Experience:

• Administrative experience in an academic, healthcare, or similar professional environment.
• Experience coordinating travel.
• Experience coordinating meetings, programs, or events.
• Experience using Workday or similar systems.
• Accounting experience.

Skills

• Computer skills
• Attention to detail
• Multi-tasking
• Collaboration
• Organization
• Time Management
• Analytical
• Problem solving
• Interpersonal skills
• Communication

Required Documents

• Resume/CV

• Cover Letter

Comprehensive Benefits Package:

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:

$24.71 - $35.82

Minimum

$24.71

Midpoint

$30.29

Maximum

$35.82