Department:
SOM Wichita Dean's Office (DO)
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Support Services
Position Title:
Executive Administrative Assistant
Job Family Group:
Professional Staff
Job Description Summary:
The Executive Assistant provides exceptional customer service and hospitality to internal and external stakeholders and is responsible for administration, coordination, support, and management of activities related to the Associate Deans. This position works independently and professionally to serve the Associate Deans and school.
This position is full-time and will work on campus. Standard hours are Monday - Friday, 8:00 a.m. to 5:00 p.m.
A resume and cover letter are required to be considered for this position.
Job Description:
Required Qualifications:
Education: Bachelor’s degree in related field from an accredited four-year institution.
Skills: Proficiency with computers, Microsoft Outlook, Word, Excel, PowerPoint and Zoom
Preferred Qualifications:
Work Experience:
- Experience in higher education
- Experience in supporting executive level leaders
- Experience in coordinating travel arrangements and processing travel reimbursements
- Experience with event coordination
Skills:
- Effective written and verbal communication skills
- Impeccable accuracy, attention to detail, and organizational skills
- Strong interpersonal skills and demonstrated ability to develop effective working relationships at all levels of the organization
- Ability to communicate well and build rapport quickly with executive-level individuals and counterparts
- Trustworthiness and experience in maintaining strict confidentiality
- Ability to effectively shift to and from different projects quickly and prioritize as needed
Job Duties Outlined:
- Coordinates and manages activities, tasks and projects by prioritizing duties assigned. Works independently and determines how to best accomplish project completion by designated timeline. Exercises discretion and uses independent judgment in comparing, evaluating and deciding alternative courses of administrative functions. Works with issues which are of a sensitive and confidential nature.
- Serves as point of contact for the Deans Suite. Coordinates and prepares correspondence, reports, spreadsheets, presentation materials and meeting minutes; requests general office maintenance when necessary.
- Schedules, coordinates and manages appointments for Associate Deans.
- Provides support for events and various committees, initiatives, special projects and events; includes room scheduling, meeting management and communications, catering, minutes preparation and document/file management, etc.
- Manages travel arrangements including airline reservations, hotel reservations, conference registrations, etc. for Deans Suite, including recruitment. Prepares travel reimbursement information and submits for processing. Prepares and processes expense reports and mileage reimbursement requests.
- Enter financial transactions in accounting systems; Reconcile accounts and provide financial reports as requested.
- Prepare materials for lectures, presentations, and other educational activities.
- Prepare correspondence, reports, and meeting materials, ensuring appropriate dissemination of sensitive and/or confidential information.
- Responsible for back up to the Dean’s Executive Assistant. Includes screening phone calls when the Dean’s assistant is out on lunch and assume Dean’s Exec. Assistant duties in their absence.
This position 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 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:
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:
$58,000.00 - $86,000.00
Minimum
$58,000.00
Midpoint
$72,000.00
Maximum
$86,000.00