Administrative Assistant - Population Health

Job Title

Administrative Assistant – Population Health

SOM Department of Population Health

The Administrative Assistant will provide administrative and clerical support to chair, faculty, directors and staff, including ordering supplies, processing purchase requisitions and travel forms in Workday, credit card purchases, answering phones, greeting and assisting visitors. This position requires a demonstrated ability to multitask and work independently as well as collaboratively. Other duties include making appointments and room reservations for faculty, staff and department programs classes as needed.

With faculty and programs on three campuses of the Kansas University Medical Center (Kansas City, Wichita and Salina), our department is focused on improving health and reducing health inequities for all people in Kansas and beyond. We think that the health of our communities is best served by integrating our efforts to improve public health with efforts to improve health systems, health policies, and health care delivery.

• Perform administrative and clerical tasks for department faculty and program staff.
• Accurately 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 until final.
• 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, agenda, and PowerPoint presentations.
• Handle operational tasks to ensure smooth department operations: check office equipment, maintain supply levels, process work orders for repairs and maintenance.
• Coordinate special events such as department events, capstone orientations, guest speakers, graduation activities, grand rounds, and seminars—reserve rooms, set up web conferencing for online participants, and communicate with speakers.
• Coordinate department meetings: send appointments, reserve rooms, set up rooms, and distribute documents to participants.
• Coordinate travel arrangements for departmental staff and faculty.
• Coordinate complex travel arrangements, calendars, and itineraries for external interview candidates in partnership with the Director of Grants.
• Maintain and assist with technology in department meeting spaces; manage the room reservation calendar on Outlook.
• Assist with workstation computers: install software updates, renew SAS license, and send work orders for repairs and maintenance.
• Submit Information Resource requests for the department.

This position is in‑person on the Kansas City Campus.

• Four (4) years of related office, clerical and/or administrative support experience. Education may substitute for experience on a year‐for‐year basis.
• Customer service experience.
• Experience using Microsoft Excel, Outlook calendar scheduling, Adobe Acrobat, and PowerPoint.
• Experience with calendar management/coordination.

• Bachelor’s degree in business administration, education, or a related field.
• Administrative experience in an academic or medical setting.
• General accounting experience.
• Experience using Workday.
• Experience in purchasing and processing reimbursements.
• Experience making travel arrangements and event planning.

• Attention to detail
• Multi‑tasking
• Change management
• Collaborative, team‑oriented
• Organization
• Time management
• Analytical, problem‑solving
• Interpersonal communication

Resume/CV and cover letter.

Coverage begins on day one for health, dental, and vision insurance and includes health expense accounts with generous employer contributions if the employee participates in a qualifying health plan. Employer‑paid life insurance, long‑term disability insurance, and various additional voluntary insurance plans are available.…