Administrative Officer

Department:
SOM KC Internal Medicine - Genetic, Environmental and Inhalational Disease
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Internal Medicine Genetic, Environmental and Inhalational Disease

Position Title:
Administrative Officer

Job Family Group:
Professional Staff

Job Description Summary:
This position will provide comprehensive administrative support for the KUMC Division of Genetic, Environmental and Inhalational Disease, including administrative support for the Division Chief and associated projects or awards. This role will be an integral part of managing the day to day operations under the purview of the Director.

Job Description:
Required Qualifications
Education: Bachelor's degree in Business Administration or equivalent field of study, OR experience may substitute for degree on a year for year basis

Work Experience:
Experience with Microsoft Suite and scheduling

Excellent oral and written communication skills as evidenced by application material and interview

Previous experience in a customer service-related setting

Experience with basic financial accounting

Preferred Qualifications

Work Experience:
Experience working in large academic medical institution

Experience with Workday and Epic

Experience with Research Administration and regulatory requirements

Supervisory experience

Skills:
Ability to work successfully with a diverse constituency group

Demonstrative interpersonal and organizational skills

Ability to meet deadlines and prioritize tasks

Job Duties Outlined

Daily Operations Management: Oversee and manage the day-to-day operations of the Geriatrics Division, including clinical, research, and educational activities.

Administrative Duties : Serve as primary administrative support to the Division Director, divisional faculty and staff, exercising discretion and judgment in the preparation of reports and correspondences, some of which may be confidential in nature. Oversee supply stocking and ordering for the division and lab space. Handle routine and advanced administrative tasks such as managing paper flow, assisting with phone calls, faxes, and mail, as well as composing correspondence.

Financial Oversight: Perform fiscal reporting, track the division's budget and accounts, including research programs, and oversee payroll processes as requested.

Clinical Support: Provide administrative support for the clinical needs of the Division, including schedule building in EPIC and Qgenda for consults, calls, and clinic visits.

Internal and External Communication : Respond promptly to requests for information from internal and external sources and take action to build and improve relationships.

Recruitment and Credentialing: Actively participate in recruitment efforts, including scheduling, making travel arrangements, managing academic correspondence, evaluations, and overseeing licensure procedures. Manage lab startups and phase outs.

Policy and Procedure Enforcement: Assist in the development, administration, and implementation of divisional policies, procedures, and directives in conjunction with divisional leadership. Provide advice, instruction, information, and assistance to faculty and staff according to established policy and procedures.

Data Management: Assist the Division in providing data and information to upper management, including the Internal Medicine Department.

Presentation Development: Assist in the development of presentation material for meetings and conferences.

Grant Administration: Assist as needed with grant administration and research-related recruitment and duties.

Process Improvement: Monitor the effectiveness of current divisional business operating procedures and make recommendations on process improvement. Update and maintain the Divisional Policy and Procedure Manual in conjunction with the Division Chief and Leadership.

Strategic Planning: Support divisional leadership in strategic planning initiatives and ensure resources needed to accomplish goals are available.

Technology Integration: Continually assess and evaluate the application of technology to improve the efficiency of divisional processes and systems. Implement necessary changes to equipment by purchasing and upgrading, following current KU recommendations.

Event Planning: Oversee and direct event planning for special events, including scheduling, booking rooms/event spaces, securing audiovisual support, obtaining head counts, and ordering catering.

Performance Evaluations: Oversee annual faculty assessments and biannual recredentialing packets. Manage the divisional evaluation process and coordinate scheduling evaluation reviews for all staff employees.

Internal Collaboration: Partner with Internal Medicine Research Office & the Chair's Office leadership on a regular basis to accomplish tasks.

Additional Duties : Perform additional duties as assigned by the Division Director

Required Documents

CV or Resume

Cover letter

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 nine 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

Application Instructions:
To learn more and apply online, please visit https://kumc.wd5.myworkdayjobs.com/en-US/kumc-jobs/job/Kansas-City-Metro-Area/Administrative-Officer_JR005491 or go to https://careers.kumc.edu/ and search for position number JR005491.

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 Centers 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.html

KU is an EO/AAE. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, disability, genetic information or protected Veteran status. http://policy.ku.edu/IOA/nondiscrimination

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