Department:
SHP Dean's Office
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Dean's Office Administrative Officer
Position Title:
Administrative Officer - School of Health Professions
Job Family Group:
Professional Staff
Job Description Summary:
The Administrative Officer provides key administrative support to the School of Health Professions, ensuring efficient handling of travel coordination, operations management, and cross-departmental collaboration. This role plays an integral part in supporting the daily functions of the department, including managing hiring processes, maintaining records, and coordinating events.
Job Description:
Job Duties Outlined
Operational Responsibilities:
- Maintains and updates the operational calendar for the School of Health Professions, ensuring important deadlines, meetings, and events are scheduled and communicated effectively across departments.
- Assists in tracking and maintaining accurate operational records, ensuring organized and accessible documentation.
- Helps coordinate the scholarship application process, managing submission tracking and ensuring proper documentation and communication.
- Assists the Director of Operations with event planning, operations, and execution, attending events as staff support to ensure successful execution. Events include but are not limited to Commencement, student events, and luncheons.
- Serves as departmental contact for the School of Health Professions. Initiates, completes, and monitors the hiring process for staff, faculty, adjunct, and student hires within the School of Health Professions, ensuring timely execution of full-time, part-time, student, adjunct, and temporary hires.
- Collaborate with Central HR to handle processes within the School of Health Professions. Responsibilities include job changes, terminations, and other employment-related processes.
- Ensures that hiring information for budgeted positions is communicated to the Director of Finance, Budget Analyst, and Director of Operations, including reimbursements, period activity pay, and other forms of compensation as needed.
- Serves as Academic Analyst for the School of Health Professions, guiding and overseeing the submission of academic appointments, including adding, updating, and ending appointments, as well as managing academic affiliates (volunteer faculty).
Travel Responsibilities:
- Serves as the travel coordinator for the School of Health Professions. This includes scheduling flights, submitting Workday Spend Authorizations, and managing Expense Reports according to institutional guidelines, as well as coordinating transportation and event registration for SHP employees.
- Acts as a backup travel coordinator for the Dean during the Executive Officer’s extended absence, supporting travel logistics as needed.
Cross-Departmental Collaboration:
- Develops and maintains positive working relationships with colleagues across various departments, fostering collaboration to ensure smooth operations and efficient communication between departments. This includes working closely with HR, finance, and departmental teams to align on key initiatives and operational goals.
Other Duties:
- Follows procurement card (P-card) procedures, including verifying P-card transactions.
- 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: Bachelor’s Degree from an accredited college or University. A combination of education and relevant experience may substitute for degree on a year for year basis.
Work Experience:
- Three years in an administrative officer setting.
- Experience in Microsoft Office Applications (Outlook, Excel, Word, PowerPoint).
Preferred Qualifications
Education: Master’s degree from an accredited college or university
Work Experience:
- Three or more years in Higher Education.
- Experience in Workday system.
- Experience in administrative travel coordination.
Skills
- Ability to prioritize tasks effectively and meet deadlines, especially when managing operational calendars, event coordination, and travel logistics.
- Strong attention to detail, especially when managing documentation, financial reimbursements, and P-card transactions.
- Strong ability to work with a variety of groups, fostering cross-departmental collaboration to ensure the seamless execution of projects and initiatives.
- Proficiency in maintaining and managing operational records, coordinating scholarships, and assisting with departmental events.
- Excellent verbal and written communication skills for effectively coordinating with internal and external stakeholders.
Required Documents
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:
$28.18 - $42.27
Minimum
$28.18
Midpoint
$35.23
Maximum
$42.27