Administrative Assistant to Director Details

Administrative Assistant to Director

The University of Kansas Health System - Kansas City, KS

Employment Type : Full-Time

Position Title Administrative Assistant to Director Wescoe Pavilion C COVID-19 and flu vaccines are required for all health system employees. Learn more . Position Summary / Career Interest: The Administrative Assistant to Director provides administrative support to department Director. Provides high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Duties include general clerical, receptionist and project based work. Must project a professional company image through in-person and phone interaction. Responsibilities:

• Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Assists in managing policies and work instructions for compliance with regulatory standards and to improve the overall operation of the facility. Develop forms as needed and receive appropriate approval.
• Coordinating with system legal and leadership/managers manages contracts for legal review, both new and existing contracts.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
• Answering phones and routing calls to the correct person or taking messages.
• Accurately assisting to prepare meeting materials, distribute to meeting attendees and recording minutes for meetings of assigned Leadership Team member.
• Prepares necessary documents, written correspondence, copying and scanning of various documents.
• Facilitates special foundation events; prepares and organizes committee meetings; secures location, décor, catering; creates and/or prepares invitations for mailing; assembles and mails invitations; manages and maintains response list; prepares event literature, program information and technical equipment if applicable; assists in hosting event; completes proper follow-up on invoices/charges.
• Assists Leadership Team member with Kronos timekeeping, invoicing approval and expense reimbursement requests as directed.
• Provides positive leadership by an environment of teamwork, open communication, and customer service.
• Assists with coordination of Medical Staff Office operations.
• Assist and provide coverage when needed for team members.

JOB REQUIREMENTS Required:

• High school diploma or equivalent
• Minimum of 3 years broad administrative/secretarial experience
• Proficiency in Microsoft Word, Excel, PowerPoint and Access required Ability to be flexible and adapt to change while maintaining a high level of professionalism, with an emphasis on positive customer relations required

Preferred:

• Bachelor's Degree or Technical/Professional training/degree in Business School Training
• Knowledge of Microsoft Project Manager

Time Type: Full time Job Requisition ID: R-19312 We are an equal employment opportunity employer without regard to a person’s race, color, religion, sex (including pregnancy, gender identity and sexual orientation), national origin, ancestry, age (40 or older), disability, veteran status or genetic information. Need help finding the right job? We can recommend jobs specifically for you! Create a custom Job Alert by selecting criteria that suit your career interests.