Administrative Assistant - Population Health
Administrative Assistant - Population Health
Department: SOM Department of Population Health - Population Health Administration
Job Description Summary: 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.
Job Duties
- Perform administrative and clerical tasks for department faculty and program staff.
- Responsible for accurately entering purchase requisitions, procurement card purchases, inter-departmental purchase, travel request and reimbursement forms and expense reports in Workday.
- Accountable for maintaining organized documentation related to Workday functions being performed and tracking 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.
- Responsible for the creation of monthly faculty meeting minutes, agenda and PowerPoint.
- Assist in handling the operational tasks necessary to insure the smooth and efficient running of the department such as checking office equipment for proper functioning, maintaining supply levels and processing work orders for repairs and maintenance as needed.
- Coordinate special events, including department events, capstone orientations, guest speakers, graduation activities, grand rounds and seminars - reserve rooms, set up a web conferencing system for online participants, and communicate with speakers.
- Coordinate department meetings, including sending out appointments, room reservations, room set-up and distributing documents to participants.
- Coordinate travel arrangements for departmental staff and faculty
- Under the direction of the Administrative Director and in coordination with Director of Grants, coordinate complex travel arrangements, calendars and itineraries for external interview candidates for the department.
- 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 send in work orders for repairs and maintenance as needed.
- Submit Information Resource requests for the department.
Work Environment: This position is in-person on the Kansas City Campus. Anticipated hiring range - $25.50 - $26.50
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