Department:

EVC Operations

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Office of the Executive Vice Chancellor

Position Title:

Director Office of the Executive Vice Chancellor

Job Family Group:

Professional Staff

Job Description Summary:

This position performs duties that contribute to the effective operation of the University of Kansas Medical Center (KUMC) Office of the Executive Vice Chancellor (EVC). The director serves as primary support and scheduler for the EVC of KUMC and the EVC’s Chief of Staff. The director partners with the EVC’s support team at the University of Kansas Health System (UKHS) to coordinate the EVC’s calendar and activities between KUMC and UKHS. This individual meets on a regular basis with the EVC, the EVC’s Chief of Staff, the EVC office staff, KUMC Communications Office, the KUMC Alumni and Community Outreach Office, the KUMC Government Relations team, and the KUMC Endowment Office and other departments/persons, as necessary, to coordinate and manage EVC-related activities. The director oversees coordination and planning of events originating in and/or sponsored by the Office of the Executive Vice Chancellor. The director is responsible for the management of executive leadership searches conducted within the Office of the Executive Vice Chancellor (E.g. vice chancellor, dean or chief roles). This position is an exempt unclassified professional position reporting to the EVC’s Chief of Staff and is a member of the Executive Vice Chancellor's executive leadership team.

This position is required to be on campus, full-time.

Job Description:

Job Duties Outlined

• Plans, organizes, and directs flow of information required for the effective and efficient operation of the Office of the Executive Vice Chancellor.

• Assists Chief of Staff with planning, organizing, and coordinating special projects for the Executive Vice Chancellor. Provides periodic progress reports to the EVC and leadership team. Serves in leadership and member roles on various university committees.

• Participates in the leadership recruitment search process for upper-level management positions such as vice chancellors, deans, and chief roles. Assures a best practice search process that is confidential. Works with external recruiting firm when applicable.

• Manages Office of the Executive Vice Chancellor event planning activities including, but not limited to, oversight of event and program development, event budgets, speakers, marketing and promotional plans, audio visual and media requirements, catering, and logistical arrangements.

• Provides supervision for one office executive assistant and various committees and initiatives originated and maintained in the Office of the Executive Vice Chancellor; works with office executive assistant in scheduling the EVC's travel assuring appropriate arrangements including airline, hotel, ground transportation, meeting registration, visa applications etc. are in place.

• In collaboration with the EVC’s Chief of Staff, communicates/meets on a regular basis with the External Affairs, Alumni Relations, Government Relations, and Endowment partners to ensure coordination of activities and events for the Executive Vice Chancellor's calendar, preparation of talks, identification of VIPs, and special presentations. Meets on a regular basis for progress reports. Schedules EVC leadership team discussion around presentation topics and required data sets.

• Assists the EVC’s Chief of Staff with communications with KUMC faculty, staff, and students on Executive Vice Chancellor's behalf; KU Lawrence Campus leadership; professional and philanthropic organizations; city, state, and national government leaders; and other external stakeholders. Answers inquiries, provides guidance, and direction for various projects. Seeks data and background information to complete EVC projects.

• Serves as primary scheduler for the EVC and the EVC’s Chief of Staff. Gathers and assembles meeting materials for the EVC's review prior to each appointment. Briefs EVC and/or the Chief of Staff on purpose of meeting and meeting participants. Prioritizes meeting requests and makes informed decisions on honoring or redirecting such requests. Rearranges calendar schedule to accommodate urgent and pressing meeting requirements. Plans and organizes meetings, luncheons, dinners, conference calls, and videoconferences prioritizing each.

• In collaboration with the EVC’s Chief of Staff, coordinates agenda for regularly scheduled Executive Vice Chancellor Leadership meetings and other meetings as warranted. Secures topic presenters as necessary. Makes logistical arrangements and organizes handout materials.

• Manages the Executive Vice Chancellor’s discretionary fund and budget allocated for events and outreach, including all processes regarding table sponsorships and support of relevant events hosted by various internal and external organizations. Reviews and handles accordingly other funding requests requiring EVC office signature.

• 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.  Relevant experience may substitute for degree on a year for year basis.

Work Experience:

• 10 years of progressively responsible positions in an administrative support capacity.

• Experience working with individuals at all levels of an organization.

• Prior supervisory experience.

• In-depth experience with Microsoft Office Suite, Adobe Acrobat, virtual platforms, cloud-based applications, and standard office technologies.

Preferred Qualifications

Work Experience:

• 15 years of progressively responsible positions in an administrative support capacity.

• Experience working in higher education or executive level of a large organization.

Skills

• Excellent verbal and written communication skills.

• Demonstrated ability to work under pressure and meet multiple deadlines

• Demonstrated ability to problem solve.

Required Documents

• Resume

• Cover Letter

If selected as a final candidate for this position, you may be required to complete the Association of American of Universities Representations and Warranties document and sign a release of records that will allow the University of Kansas Medical Center to conduct a further background check with former employers.  A copy of the Representations and Warranties document can be found here.

Comprehensive Benefits Package:

Employee 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:

$96,000.00 - $152,000.00

Minimum

$96,000.00

Midpoint

$124,000.00

Maximum

$152,000.00