Review, prioritize, and respond to incoming communications; draft correspondence and direct requests to the appropriate individuals or departments.Manage and prioritize executive email communications, including monitoring and responding on behalf of leadership when appropriate.Prepare presentations, reports, meeting materials, and other executive-level documents.Maintain faculty and provider credentialing documents, including CVs, NIH Biosketches, SciENcv profiles, and publication records.Coordinate faculty promotion and tenure submissions, reappointment documentation, and related academic personnel processes.Serve as a liaison between executive leadership and faculty, physicians, staff, hospital leadership, university administration, external organizations, and community partners.Coordinate and support board meetings, faculty meetings, leadership meetings, symposiums, and other organizational events.Operational Coordination- Support daily operations of the Clinical Trials Office leadership team and assist with strategic and operational initiatives.
- Oversee and coordinate clinical trial monitor visits and related logistics.
- Coordinate activities and meetings held at the KU Clinical Research Center (CRC) and other KUCC locations, ensuring compliance with applicable institutional requirements, policies, and initiatives.
- Maintain records, databases, REDCap projects, and administrative systems to support departmental operations.
- Track projects, deadlines, and action items to ensure the timely completion of assignments.
- Review and process travel requests, reimbursements, payables, invoices, requisitions, and purchase orders through Workday.
- Approve requisitions and purchase orders for Medical Oncology, Hematology, MCA, and the Clinical Research Center in accordance with delegated authority.
- Review and monitor departmental telephone billing and other operational expenses to ensure accuracy and compliance.
- Review contracts, letters of agreement (LOAs), and other administrative documents for completeness and adherence to institutional requirements.
- Generate and review monthly and quarterly compliance and audit reports, including JCERT reports, timesheet audits, and Medicare Teaching Physician documentation.
Leadership and Team Support- Supervise, mentor, and train administrative support staff.
- Coordinate onboarding and offboarding activities, including system access, distribution lists, and departmental resources.
- Promote consistent administrative processes and workflows across the Clinical Trials Office and affiliated departments.
- Collaborate effectively with administrative teams across The University of Kansas Cancer Center, The University of Kansas Health System, and the University of Kansas Medical Center.
Communication and Stakeholder Engagement- Facilitate clear, professional, and effective communication on behalf of executive leadership.
- Build and maintain productive working relationships with faculty, researchers, clinicians, staff, patients, and external stakeholders.
- Coordinate catering, meeting logistics, and special events in support of departmental and institutional initiatives.
- Exercise discretion, sound judgment, and professionalism when handling confidential or sensitive information.
Facilities, Scheduling, and Systems Management- Serve as a departmental resource for scheduling and workforce management systems, including QGenda and Workday.
- Oversee administrative operations and facility-related matters for the Clinical Research Center, coordinating with maintenance, construction, safety, and security personnel as needed.
- Assist with emergency preparedness activities, facility access issues, and building-related communications, including responses to fire alarms and security concerns.
- Ensure a safe, functional, and professional work environment through coordination with institutional facilities and support services.
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.
Work Environment - This position may be eligible for a hybrid work schedule after 6 months. Incumbent will work remotely and on campus based on a set departmental schedule based on management approval and must reside in the greater Kansas City metropolitan area.
Required QualificationsWork Experience:- 9 years of progressively responsible administrative experience. Education may be substituted for experience on a year for year basis.
- Previous experience supporting senior executives, directors, or other organizational leaders.
- Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
- Experience working with databases and office management systems.
- Knowledge of PC operating systems.
Preferred Qualifications:Work Experience:- Experience working in an academic, healthcare, research, or higher education environment.
- Supervisory or team leadership experience.
Skills:- Communication
- Organization
- Project coordination
- Time Management
- Prioritization
- Attention to Detail
- Multitasking
- Adaptability
- Problem Solving
- Decision Making
- Strategic Thinking
- Initiative
- Relationship Building
- Discretion and Confidentiality
- Leadership
- Team Development
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.htmlEmployee Type: Regular
Time Type: Full time
Rate Type: Salary
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: $60,800.00 - $91,200.00
Minimum$60,800.00
Midpoint$76,000.00
Maximum$91,200.00
Application Instructions:To learn more and apply online, please visit
https://kumc.wd5.myworkdayjobs.com/en-US/kumc-jobs/job/Kansas-City-Metro-Area/Executive-Assistant---Cancer-Center_JR010463 or go to
https://careers.kumc.edu/ and search for position number JR010463.
Applications must be submitted directly through the KU Medical Center website to be considered for this position. Any applications submitted via email or this website will NOT be reviewed or considered.
About KU Medical Center:The University of Kansas Medical Center's mission is to educate exceptional health care professionals through a full range of undergraduate, graduate, professional, postdoctoral and continuing education programs in the schools of Medicine, Nursing and Health Professions. KU Medical Center also advances the health sciences through world-class research programs; provides compassionate and state-of-the-art patient care in an academic medical center environment; and works with communities in every Kansas county to improve the health of Kansans. Learn more at
www.kumc.edu.
Benefits:KUMC offers a range of great benefits that support employees and eligible family members. Our health insurance benefits begin on hire date and KUMC offers other exciting benefits such as paid parental leave, generous employer retirement contributions and other resources to improve health and well-being. For more information, please visit
https://www.kumc.edu/human-resources/benefits.htmlEqual Employment Opportunity Statement
The University of Kansas Medical Center is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, ethnicity, ancestry, age, protected veteran or disability status, marital status, parental status, or genetic information. http://policy.ku.edu/IOA/nondiscrimination">http://policy.ku.edu/IOA/nondiscriminationje-77c98d7a4500432fb7df2762ee319877
