Administrative Support Specialist

The University of Kansas Medical Center - Kansas City, MO (30+ days ago)4.0


ENTRY LEVEL POSITION- The SHP Dean’s Office coordinator is a dedicated team player who will work closely with other administrators and staff within the School of Health Professions. The coordinator will process HR workflow in the university’s applicant system (People Admin) and serve as the primary travel and purchasing coordinator for the Dean’s Office. This position will also serve as travel and purchasing backup support for SHP department administrators. The incumbent will contribute to the vision and mission of the School of Health Professions with exemplary customer service.

Required Qualifications
Bachelor’s Degree or Associate’s degree + two years of experience in administrative office support from an accredited college or University

Three or more years of experience in administrative office support

Experience in HR applicant system processes

Experience in purchasing processes

Demonstrative interpersonal and organizational skills

Demonstrated ability to meet deadlines and prioritize tasks

Excellent oral and written communication skills

Demonstrated excellence in customer service

Ability to work successfully with a diverse constituency group

Preferred Qualifications
Bachelor’s degree from an accredited college or university.

Experience in travel system processes

Experience in People Admin applicant system

Experience in Faculty Affairs

Experience using Peoplesoft enterprise software for Travel

Experience using Peoplesoft enterprise software for Purchasing

Experience in KUEA IFAS system

Experience in HRIS processing

Environment
Office

Physical Requirements
Sedentary

Probation Status
Subject to the regulations of the State of Kansas, the Board of Regents and the University of Kansas Medical Center, I understand and agree that I may be subject to a probation period and during the probation period I serve at the pleasure of the Executive Vice Chancellor of KUMC and my employment may be ended at any time during that period.

Hiring Range
30,000-45,000

EEO Statement
KU Medical Center is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disability status, or genetic information.

Job Duties

Description of Job Duty
Human Resources:
Serves as Human Resources processing coordinator for the SHP departments. This includes but is not limited to:

Inputting new and modifying position descriptions for HR approval.

Submitting requisitions for position postings.

Working closely with SHP’s HR Business Partner on all People Admin processes.

Working closely with department admins in regards to their PD updates and position postings.

Obtaining funding and HPFF’s for the PD Budgets and posting requisitions.

Working with the appropriate department admin or faculty to disperse candidates as required.

Communicating any HR concerns with the Director of Finance and Administration and HR Business Partner.

Serving as Dean’s Office Faculty Affairs coordinator to ensure faculty affairs letters and forms are completed properly before sending them to the Dean and the Associate Vice Chancellor for Academic Affairs for signatures.

Job Duties

Description of Job Duty
Purchasing:
Serves as the purchasing administrator for the Dean’s Office.

Serves as a purchasing coordinator backup for SHP Department admins as needed.

Adheres to all purchasing procedures for both the State and Endowment systems.

Follows Business Procurement Card (BPC) and Endowment card procedures.

Maintains all purchases for easy reconciliation to financial reports.

Submits facility and telecom work orders for the Dean’s Office when needed.

Job Duties

Description of Job Duty
Travel Coordination:
Serves as the travel coordinator for Dean’s Office staff (coordinates travel for the SHP recruiter, Associate Deans, and visiting Dean’s Office guests). This includes travel processing in the State, Research Institute and Endowment systems.

Schedules on-site meeting appointments and creates itineraries for visiting guests.

The Dean’s travel is primarily supported by the executive assistant, however, this role will serve as their backup as well as a backup for SHP department administrators during extended absences.

Job Duties

Description of Job Duty
Event Assistance:
Orders catering for events.

Schedules meeting and event rooms.

Provides additional event support.

Job Duties

Description of Job Duty
Other duties:
Maintains SHP Dean’s Office faculty and staff personnel files.

Maintains SHP Dean’s Office supplies/equipment

Reviews telecom reports for accuracy.

Other office duties as assigned.