Administrative Assistant

University of Kansas Medical Center; United States; On-site; USD 33,000 - 48,000; Full time

Benefits offered by this job

Health, dental, and vision insurance (

Employer-paid life insurance and long‑

Paid time off and holidays

Retirement plan with employer contrib.

Job summary

University of Kansas Medical Center is seeking an Administrative Assistant for the Center for African American Health - Population Health Center. The role provides administrative and operational support across daily functions, programs, and events, including calendar management, meeting coordination, and correspondence preparation.

Responsibilities include assisting with financial processes, preparing reports, and maintaining organized records.

Qualifications

• High school diploma or equivalent.
• Three years of administrative or clerical experience including scheduling and logistical support.
• One year experience supporting accounts payable functions (invoice processing and expense reconciliation).
• Bachelor's degree preferred.

Responsibilities

• Manage calendars and coordinate meetings and conference calls.
• Prepare, review, and distribute correspondence and internal communications.
• Assist with financial processes including invoice submission and payment tracking.
• Provide logistical support for Center programs, events and trainings.
• Record, transcribe, and distribute meeting minutes and supporting materials.
• Maintain organized records and documentation.
• Assist with preparing basic reports and program materials.

Skills

Microsoft Office

Interpersonal skills

Confidentiality

Communication

Team-oriented

Organization

Time management

Attention to detail

Education

High school diploma or equivalent

Bachelor's degree (preferred)

Tools

Workday

Job description

Department: Center for African American Health ----- Population Health Center

Position Title: Administrative Assistant

Job Family Group: Professional Staff

Job Description Summary

The Administrative Assistant provides administrative and operational support to the Center across daily functions, programs, and events. Responsibilities include managing calendars, coordinating meetings and conference calls, preparing correspondence, responding to inquiries, and serving as a point of contact for visitors and partners. This role supports efficient day-to-day operations through a combination of clerical, receptionist, and administrative tasks. This position reports to the Executive Director and will support team priorities and maintain organization across department initiatives.

Job Duties

• Provide administrative support to the Center, including calendar management, scheduling, and coordination of meetings and appointments.
• Prepare, review, and distribute correspondence and internal communications.
• Assist with financial processes, including invoice submission, payment tracking, and purchasing card reconciliation in accordance with established procedures.
• Provide logistical and administrative support for Center programs, events and trainings, including scheduling, food ordering, and assisting with setup needs.
• Record, transcribe, and distribute meeting minutes and supporting materials.
• Provide administrative support to committees and subcommittees, including scheduling meetings, coordinating agendas, and distributing materials and follow-up documentation.
• Maintain organized records, files, and documentation to ensure accuracy and accessibility.
• Assist with compiling information and preparing basic reports and program materials as needed.
• Respond to routine inquiries and direct communications to appropriate team members.

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: High school diploma or equivalent.
• Work Experience: Three (3) years of administrative or clerical experience, including coordination of scheduling and logistical support. Education may substitute for experience on a year for year basis.
• One (1) year experience supporting accounts payable functions, including invoice processing and expense reconciliation.

Preferred Qualifications

• Bachelor's degree.
• Experience with Workday or similar financial and human resources systems.
• Experience in providing administrative support within community-based programs or initiatives.

Skills

• Proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Interpersonal skills.
• Confidentiality.
• Communication.
• Team-oriented.
• Organization.
• Time management.
• Attention to detail.

Required Documents

• 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 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.

Employee Type and Compensation

Employee Type: Regular Time Type: Full time Rate Type: Hourly 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

Pay Range: $24.71 - $35.82 Minimum $24.71 Midpoint $30.29 Maximum $35.82

Mission and Equality Statement

The mission of the University of Kansas Medical Center is to improve lives and communities in Kansas and beyond through innovation in education, research, and health care.

The University of Kansas 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, gender expression, national origin, ethnicity, ancestry, age, protected veteran or disability status, marital status, parental status, or genetic information.

http://policy.ku.edu/IOA/nondiscrimination

https://kumc-publicpoliciesandprocedures.policystat.com/policy/8446235/latest/

Under Kansas state law, certain KUMC positions are subject to disability preference. For positions subject to this requirement, KUMC will offer an interview to a person who has applied for an open position who is qualified, with or without reasonable accommodation, to meet the performance standards of the position and who has presented acceptable proof of disability. If the position you apply for is subject to the disability preference requirement, you will be asked to provide information in support of your request for disability preference when you complete the application for employment.

https://civilrights.ku.edu/annual-security-and-fire-safety-report

https://www.e-verify.gov/sites/default/files/everify/posters/EVerifyParticipationPoster.pdf

https://www.laborposters.org/federal/1606-federal-pay-transparency-poster.htm