IT Administrative Operations Specialist

The University of Kansas Health System; United States; On-site; USD 65,000 - 90,000; Full time

Job summary

The University of Kansas Health System is seeking an IT Administrative Operations Specialist to support day-to-day IT operations and finance-related processes. You will coordinate invoices, budgeting, reporting, scheduling, onboarding, and communications for multiple capabilities within IT.

Under minimal supervision, you will manage data analysis, project coordination, change management, and workforce development activities, ensuring timely delivery and stakeholder alignment across departments.

Qualifications

• Bachelor's Degree or 4+ years relevant experience in lieu of degree and 4+ years relevant experience.
• Experience supporting specialized functions or technical teams.
• Proficiency in Microsoft Office Suite and collaboration tools; ability to create polished reports and presentations.

Responsibilities

• 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.

Skills

Data analysis

Reporting

Budget management

Project coordination

Scheduling

Communication

Collaboration

Education

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

Tools

Microsoft Office Suite

Collaboration tools

Job description

Position Title

IT Administrative Operations Specialist

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

Job Requisition ID

R-58009

Equal Employment Opportunity Statement

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.

About The University of Kansas Health System

As part of the region’s premier academic medical center, The University of Kansas Health System in Kansas City is a world-class healthcare provider and destination for complex care and diagnosis. We are driven by our commitment to service, continuous improvement and to the highest degree of excellence. Collaboration between physicians, nurses, researchers, educators and other professionals who share their expertise leads to exciting discoveries and life-changing treatments for the people we serve.