Administrative Assistant

Department:

Center for African American Health

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Population Health Center

Position Title:

Administrative Assistant

Job Family Group:

Professional Staff

Job Description Summary:

The Administrative Assistant provides administrative and operational support to the Center across daily functions, programs, and events. Responsibilities include managing calendars, coordinating meetings and conference calls, preparing correspondence, responding to inquiries, and serving as a point of contact for visitors and partners. This role supports efficient day-to-day operations through a combination of clerical, receptionist, and administrative tasks.

This position reports to the Executive Director and will support team priorities and maintain organization across department initiatives.

Job Description:

Job Duties:

• Provide administrative support to the Center, including calendar management, scheduling, and coordination of meetings and appointments.
• Prepare, review, and distribute correspondence and internal communications.
• Assist with financial processes, including invoice submission, payment tracking, and purchasing card reconciliation in accordance with established procedures.
• Provide logistical and administrative support for Center programs, events and trainings, including scheduling, food ordering, and assisting with setup needs.
• Record, transcribe, and distribute meeting minutes and supporting materials.
• Provide administrative support to committees and subcommittees, including scheduling meetings, coordinating agendas, and distributing materials and follow-up documentation.
• Maintain organized records, files, and documentation to ensure accuracy and accessibility.
• Assist with compiling information and preparing basic reports and program materials as needed.
• Respond to routine inquiries and direct communications to appropriate team members.

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.

Required Qualifications

Education: High school diploma or equivalent.

Work Experience:

• Three (3) years of administrative or clerical experience, including coordination of scheduling and logistical support. Education may substitute for experience on a year for year basis.
• One (1) year experience supporting accounts payable functions, including invoice processing and expense reconciliation.

Preferred Qualifications

Education: Bachelor's degree.

Work experience:

• Experience with Workday or similar financial and human resources systems.
• Experience in providing administrative support within community-based programs or initiatives.

Skills:

• Proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Interpersonal skills.
• Confidentiality.
• Communication.
• Team-oriented.
• Organization.
• Time management.
• Attention to detail.

Required Documents:

• Resume
• Cover Letter

Comprehensive Benefits Package:

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. 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 available. https://www.kumc.edu/human-resources/benefits.html

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