IT Administrative Operations Specialist

The University of Kansas Health System; Shawnee (KS); On-site; USD 55,000 - 75,000; Full time

Job summary

The University of Kansas Health System is seeking an IT Administrative Operations Specialist at the Broadmoor Campus. This role provides concierge administrative and operational support to IT capabilities, reporting to capability leaders and coordinating budgets, policies, file management, payroll, onboarding, scheduling, and event coordination.

Under minimal supervision, you will manage complex scheduling, create analytical reports, and help drive IT projects and change management initiatives.

Qualifications

• Bachelor's degree or 4+ years of relevant experience required.
• 4+ years relevant experience in lieu of degree required.
• Experience supporting technical teams preferred.
• Proficient with Microsoft Office and ability to create polished reports/presentations.

Responsibilities

• Coordinate budgets, invoices, vendor relations, travel arrangements, and related financial activities.
• Perform data entry, reporting, and analysis to support management decisions.
• Plan and coordinate departments-wide projects and initiatives with stakeholders.
• Develop internal communications and change management plans as needed.
• Facilitate meetings, calendar management, and scheduling for leadership.

Skills

Experience supporting technical teams

Microsoft Office

Collaboration tools

Report and presentation skills

Education

Bachelor's degree or 4+ years relevant experience in lieu of degree

4+ years relevant experience

Tools

Microsoft Office Suite

Job description

Position Summary / Career Interest

Under minimal supervision, provides concierge administrative and operational services to one or more functional capabilities within IT with dotted-line reporting structure to capability leaders. This role ensures smooth day-to-day capability operations by coordinating various processes, projects, programs, and initiatives as assigned, including but not limited to: budget and financials, policy and process documentation, digital file management, data analysis and reporting, communications, payroll and timekeeping, new hire onboarding, scheduling, calendaring, and event coordination.

Position Title

IT Administrative Operations Specialist

Broadmoor Campus

Position Summary / Career Interest

Under minimal supervision, provides concierge administrative and operational services to one or more functional capabilities within IT with dotted-line reporting structure to capability leaders. This role ensures smooth day-to-day capability operations by coordinating various processes, projects, programs, and initiatives as assigned, including but not limited to: budget and financials, policy and process documentation, digital file management, data analysis and reporting, communications, payroll and timekeeping, new hire onboarding, scheduling, calendaring, and event coordination.

Responsibilities And Essential Job Functions

• Manage comprehensive financial operations including invoice processing, vendor procurement, expense reimbursement, catering coordination, and travel arrangements while maintaining effective vendor relationships to ensure quality service and cost efficiency.
• Perform advanced data entry, collection, and analysis activities, generating detailed reports and identifying trends to support management decision-making and operational planning.
• Plan, coordinate, and execute capability-level projects and initiatives, managing timelines, resources, and stakeholder communications to ensure successful delivery of departmental objectives.
• Develop and implement change management and internal communications plans that support organizational transitions, ensuring clear messaging and stakeholder engagement throughout implementation phases.
• Coordinate IT workforce engagement and development activities including training sessions, team-building initiatives, and professional development opportunities in alignment with departmental and organizational programs.
• Organize and facilitate project meetings, team sessions, and special events, preparing agendas, documenting minutes, developing meeting materials, and tracking action items to ensure follow-through and accountability.
• Manage complex scheduling and calendaring for leadership and teams, coordinate shared mailboxes, and optimize calendar efficiency while balancing competing priorities and ensuring effective communication flow.
• Must be able to perform the professional, clinical and or technical competencies of the assigned unit or department.
• These statements are intended to describe the essential functions of the job and are not intended to be an exhaustive list of all responsibilities. Skills and duties may vary dependent upon your department or unit. Other duties may be assigned as required.

Required Education And Experience

• Bachelors Degree or 4 years relevant experience in lieu of degree AND
• 4 or more years Relevant experience (in addition to education requirements)

Knowledge Requirements

• Experience supporting specialized functions or technical teams. Proficiency in Microsoft Office Suite and collaboration tools; ability to create polished reports and presentations.

Time Type

Full time

Important Information For You To Know As You Apply

• The health system is an equal employment opportunity employer. Qualified applicants are considered for employment without regard to race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, ancestry, age, disability, veteran status, genetic information, or any other legally-protected status. See also Diversity, Equity & Inclusion.
• The health system provides reasonable accommodations to qualified individuals with disabilities. If you need to request reasonable accommodations for your disability as you navigate the recruitment process, please let our recruiters know by requesting an Accommodation Request form using this link [e-mail].
• Employment with the health system is contingent upon, among other things, agreeing to the health-system-dispute-resolution-program.pdf and signing the agreement to the DRP.