Administrative Associate

Updated: 23 days ago
Location: Lawrence, KANSAS

16368BR

Watkins Health Services


Position Overview

Work Schedule: Monday - Friday 8:00 am - 5:00 pm

This position serves as the primary administrative support for the Watkins Health Services (WHS) Administration Department and will interact with students, the public, other university units, and WHS departments.

The incumbent in this position will see, hear and possibly have access to confidential information that must be handled in accordance with all relevant state and federal laws and University policies and procedures regarding its use and disclosure.
WHS utilizes computer technology in all aspects of its operations, including an electronic health record system.   The incumbent must become familiar with and be able to use the appropriate computer hardware and software programs associated with this position.  

The incumbent must become familiar with and adhere to the Watkins Health Services Customer Experience Plan to ensure appropriate interaction and positive outcomes with both internal and external customers.

Watkins Health Services is a unit in Student Affairs.


Job Description

40% Administrative Support

  • Provides assistance to the WHS Director and Associate Directors regarding department programs and functions as necessary.
  • Maintains the administrative appointment schedules/calendars for the Administrative staff through the online resources of Watkins Health Services.
  • Serves as the primary scheduler for all conference rooms within Watkins Health Services as well as scheduling meetings for all WHS standing committees and meetings for groups & classes.
  • Acts as the liaison between WHS and CAPS in scheduling the various conference rooms located within the health center, determining which meetings get priority in scheduling. Maintains a daily listing of all meetings to be held in the Health Center and posts a calendar of these events outside the various conference rooms and in the appropriate places within the Watkins Health Services.
  • Processes phone calls and greets visitors, patients, and WHS employees coming to the Administrative area.
  • Uses independent judgment to interpret and/or respond internally to routine questions on personnel or administrative policies and knows when to refer those questions/problems to the appropriate administrative staff.
  • -Keeps an accurate file of all meeting minutes.  Records minutes from the Full Staff Meetings.
40% Human Resources/Payroll
  • Responsible for preparing and submitting paperwork through the appropriate University process for all recruitment types. Responsible for initiating and gathering the initial paperwork on all new hires.
  • Meets with all new hires and assists them in completing the necessary paperwork for WHS.
  • Responsible for initiating the process for staff to obtain and/or change their Information System Access.
  • Compiles and updates WHS and departmental organizational charts that accurately depict department function at all levels.
  • Updates position descriptions as necessary and initiates hiring searches in the recruitment system.  Arranges for advertising.  Schedules interviews with qualified applicants.
  • Maintains employee database describing employee name, position number, job title, start date, department, and termination date as appropriate.
  • Assists in the completion of personnel related functions and correspondence.  Establishes and maintains personnel files.
  • Maintains the Administrative files.
  • Serves as payroll representative for Health Services and insures input of current payroll information on a bi-weekly basis. Runs appropriate reports each pay period & reviews for accuracy.
15% -Responsible for creating, maintaining, and distributing administrative information
  • Orders supplies for the department. Keeps supply cabinet up-to-date and well stocked.
  • Researches articles and updates WHS scrapbook.
  • Develops/maintains spreadsheets/tables for the purpose of tracking various customer satisfaction surveys within WHS.
5% Performs other tasks as requested by supervisor and other administrative staff members.

Required Qualifications

1. High School Diploma or completion of GED equivalency.
2. A minimum of two years of office experience or two years of post-secondary education.
3. Experience with the Microsoft Office suite, including Microsoft Outlook scheduling.
4. Customer service experience, as evidenced by application materials.
5. Current CPR certification or within six months of hire.


Preferred Qualifications

1. Demonstrated organizational skills.
2. Experience with HR/Pay Payroll Systems.


Additional Candidate Instruction

Please attach a cover letter, resume, and three professional references and use your cover letter to address how you meet the required and preferred qualifications.  An online University of Kansas application must be completed to be considered for this position. 

Application review begins Monday, January 27, 2020 and continues until a qualified pool of applicants is identified.  For first consideration, apply no later than Sunday, January 26, 2020.


Advertised Salary Range

$15.34 per hour


Application Review Begins

27-Jan-2020


Anticipated Start Date

24-Feb-2020


Work Location

University of Kansas - Lawrence


Employee Class

U-Unclassified Professional Staff


Work Schedule

Monday - Friday 8:00 am - 5:00 pm


Job Family

Administrative Support-KUL


Conditions of Employment

Contingent on Funding


Disclaimer

The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university's programs and activities. Retaliation is also prohibited by university policy. The following persons have been designated to handle inquiries regarding the nondiscrimination policies and are the Title IX coordinators for their respective campuses: Executive Director of the Office of Institutional Opportunity & Access, [email protected], 1246 West Campus Road, Room 153A, Lawrence, KS 66045, 785-864-6414, 711 TTY 9for the Lawrence, Edwards, Parsons, Yoder, and Topeka campuses); Director, Equal Opportunity Office, Mail Stop 7004, 4330 Shawnee Mission Parkway, Fairway, KS 66205, 913-588-8011, 711 TTY (for the Wichita, Salina, and Kansas City, Kansas medical center campuses).


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