Department:
SOM KC Executive Dean
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Executive Dean Operations
Position Title:
Executive Assistant
Job Family Group:
Professional Staff
Job Description Summary:
The Executive Assistant is responsible for providing direct administrative support to the Executive Dean and supporting operations in the Office of the Executive Dean as part of a central support team, reporting to the director of strategic operations. This role requires a detail-oriented, proactive approach to supporting day to day operations with minimal supervision. The individual in this role would be expected to work full-time in person, seated immediately outside of the executive dean's office.
Job Description:
Required Qualifications:
Bachelor's degree in Business Administration or related field; OR administrative support experience in an academic setting equivalent to 4 years.
Minimum 2 years of experience in customer service role as evident by application materials.
Excellent communication skills and attention to detail as demonstrated by application materials and interview.
Work experience in project management as evidenced by work history.
Previous experience using Microsoft Office suite.
Preferred Qualifications:
Ability to represent the office in a professional and polished manner.
3 years of experience working in a senior administrative support position.
A complete application includes:
Resume
Cover letter addressing how you meet the required and preferred qualifications
Professional references
Job duties:
Calendar and Meeting Preparation
Manages Executive Dean's calendar, independently prioritizing meetings and protecting work time.
Ensure the Executive Dean has all background files, written materials, etc. for each meeting in advance. Collects and compiles appropriate materials in advance of events, presentations and meetings.
Organizes meeting materials and maintains a filing system of meeting documents.
Prepares agendas and takes meeting minutes.
Makes travel arrangements for multiple annual conferences and for outreach visits throughout the state.
Partners with the KUEA to schedule donor visits, including travel for cultivation meetings, and planning donor recognition events.
Communication on behalf of the dean
Serves as primary interface between the Dean's office and all internal and external groups and individuals, and triages daily communications (mail, phone, and electronic communications) for the Executive Dean, independently responding to or routing inquiries and addressing needs as appropriate.
Develops and maintains positive relationships with key contacts in other offices
Receives requests for Executive Dean to provide remarks, presentations, or participate in other professional, community, or university activities.
Administrative Support for Executive Dean
Maintains CV of Executive Dean, including updated publications and presentations.
Coordinates the Executive Dean's research team to track upcoming deadlines, prioritize meetings and demands of research/network collaborators, and manage travel and other duties funded through grants.
Supports the Executive Dean's participation in other faculty roles, such as coordinating with clinical department on licensure, credentialing, and clinic scheduling; or interfacing with research team.
Drafts and/or edits correspondence on behalf of the Executive Dean.
Reviews all forms, contracts, and letters routed to the office for the Executive Dean's signature.
Maintains records of Dean's corporate credit card, submitting monthly statements, receipts, and business purpose documentation for payment.
Completes network account requests for all SOM dean's office employees (shared drive access, creation of new email accounts, etc.).
Executive Dean's Office Operations
Manages adjacent conference room schedule and use
Coordinates resources throughout the office (kitchen supplies, office supplies, mail distribution)
Contributes to team projects, tracking timelines, communicating progress, and completing assigned tasks by deadlines
Manages overall administrative workflow and maintains appropriate documentation.
Employee Type:
Regular
Time Type:
Full time
Pay Rate Type:
Salary
Pay Grade:
A11
Pay Range:
Minimum
51348
Midpoint
65352
Maximum
79356
Application Instructions:
To learn more and apply online, please visit https://kumc.wd5.myworkdayjobs.com/en-US/kumc-jobs/job/Kansas-City-Metro-Area/Executive-Assistant_JR003050 or go to https://careers.kumc.edu/ and search for position number JR003050.
Applications must be submitted directly through the KU Medical Center website to be considered for this position. Any applications submitted via email or this website will NOT be reviewed or considered.
About KU Medical Center:
The University of Kansas Medical Centers mission is to educate exceptional health care professionals through a full range of undergraduate, graduate, professional, postdoctoral and continuing education programs in the schools of Medicine, Nursing and Health Professions. KU Medical Center also advances the health sciences through world-class research programs; provides compassionate and state-of-the-art patient care in an academic medical center environment; and works with communities in every Kansas county to improve the health of Kansans. Learn more at www.kumc.edu .
Benefits:
KU Medical Center proudly offers a competitive and comprehensive benefits package through the state of Kansas, with flexible options designed to meet the diverse needs of our faculty and staff. To learn more about our options for medical, vision, dental and other insurances, as well as our generous time off policies and retirement options, please visit http://www.kumc.edu/human-resources/benefitsrewards.html .
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