Administrative Assistant

Updated: about 2 months ago
Location: Kansas City, KANSAS
Job Type: FullTime

Position Title:
Administrative Assistant
Job Family Group:
Professional Staff
Job Description Summary:
Responsible for assisting faculty and staff with scheduling, clerical duties, data management, purchasing, event planning, website content management, organizational tasks. Responsible for travel arrangements and procurement support activities.
This position requires a blend of critical judgment, organizational skills, technical skills and interpersonal skills to perform a range of administrative duties including interpretation of policies, development and tracking of budgets, production of management information from departmental databases and management of key interdepartmental relationships. This position is an integral part of a service-oriented, highly collaborative department.
Job Description:
Required Qualifications:
  • Bachelor's degree and at least two years experience in providing administrative or project management support OR an equivalent combination of experience and education.
  • Demonstrated experience with Microsoft Office inclusive of Excel.
  • Database interest and experience.
  • Demonstrated success in implementing specific and highly-detailed work assignments, anticipating and responding to emergent needs and handling multiple concurrent projects.


Preferred Qualifications:

  • Proficiency in Workday.
  • Education and/or experience in budget development and management.
  • Research/grant administration experience in a higher education setting.


Job Duties Outlined:

  • Assist with grant proposals and submissions and post-award activities as necessary in concert
    with the University of Kansas Medical Center Research Institute.

  • Provide administrative support to the Director of Medical Informatics/Assistant Vice Chancellor
    for Enterprise Analytics, the Chief Research Informatics Officer and other departmental
    personnel. Duties may include reserving conference rooms, meeting and presentation
    preparation, greeting visitors, coordinating parking and travel arrangements, purchasing catering,
    completing expense reimbursement forms, and other administrative support duties as required.

  • Provide assistance in budget preparation and management. Support departmental financial
    processes; submit purchasing entries and prepare monthly statements for the Business
    Procurement Card.
  • Serve as the human resource liaison and complete related tasks for the Informatics /Enterprise
    Analytics team. Assist in maintaining departmental employee records and complete on-boarding
    and off-boarding processes for employees.
  • Prepare purchasing requests and work orders and maintain supporting documentation and
    expenditure logs. Manage the supply inventories and equipment to ensure there is no disruption
    in the operation of the department, which includes ordering consumable supplies after
    determining the source offering the best price and delivery terms, submitting appropriate
    paperwork to maintain any equipment leases and routine maintenance, as necessary, and
    notifying appropriate repair agencies when equipment malfunctions.
  • Coordinate scheduling and oversight of department services such as moving, space renovations,
    maintenance, repairs, supplies, mail, and computer services.
  • Special projects as assigned.


Required Documents:

  • Resume/CV
  • Cover Letter

Employee Type:
Regular
Time Type:
Full time
Pay Rate Type:
Hourly
Pay Grade:
A09
Pay Range:

Minimum

19.65

Midpoint

24.57

Maximum

29.48

Position Title:
Administrative Assistant
Job Family Group:
Professional Staff
Job Description Summary:
Responsible for assisting faculty and staff with scheduling, clerical duties, data management, purchasing, event planning, website content management, organizational tasks. Responsible for travel arrangements and procurement support activities.
This position requires a blend of critical judgment, organizational skills, technical skills and interpersonal skills to perform a range of administrative duties including interpretation of policies, development and tracking of budgets, production of management information from departmental databases and management of key interdepartmental relationships. This position is an integral part of a service-oriented, highly collaborative department.
Job Description:
Required Qualifications:
  • Bachelor's degree and at least two years experience in providing administrative or project management support OR an equivalent combination of experience and education.
  • Demonstrated experience with Microsoft Office inclusive of Excel.
  • Database interest and experience.
  • Demonstrated success in implementing specific and highly-detailed work assignments, anticipating and responding to emergent needs and handling multiple concurrent projects.


Preferred Qualifications:

  • Proficiency in Workday.
  • Education and/or experience in budget development and management.
  • Research/grant administration experience in a higher education setting.


Job Duties Outlined:

  • Assist with grant proposals and submissions and post-award activities as necessary in concert
    with the University of Kansas Medical Center Research Institute.

  • Provide administrative support to the Director of Medical Informatics/Assistant Vice Chancellor
    for Enterprise Analytics, the Chief Research Informatics Officer and other departmental
    personnel. Duties may include reserving conference rooms, meeting and presentation
    preparation, greeting visitors, coordinating parking and travel arrangements, purchasing catering,
    completing expense reimbursement forms, and other administrative support duties as required.

  • Provide assistance in budget preparation and management. Support departmental financial
    processes; submit purchasing entries and prepare monthly statements for the Business
    Procurement Card.
  • Serve as the human resource liaison and complete related tasks for the Informatics /Enterprise
    Analytics team. Assist in maintaining departmental employee records and complete on-boarding
    and off-boarding processes for employees.
  • Prepare purchasing requests and work orders and maintain supporting documentation and
    expenditure logs. Manage the supply inventories and equipment to ensure there is no disruption
    in the operation of the department, which includes ordering consumable supplies after
    determining the source offering the best price and delivery terms, submitting appropriate
    paperwork to maintain any equipment leases and routine maintenance, as necessary, and
    notifying appropriate repair agencies when equipment malfunctions.
  • Coordinate scheduling and oversight of department services such as moving, space renovations,
    maintenance, repairs, supplies, mail, and computer services.
  • Special projects as assigned.


Required Documents:

  • Resume/CV
  • Cover Letter

Employee Type:
Regular
Time Type:
Full time
Pay Rate Type:
Hourly
Pay Grade:
A09
Pay Range:

Minimum

19.65

Midpoint

24.57

Maximum

29.48
View or Apply

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