Executive Assistant - Pathology

Department:

SOM KC Pathology and Lab Medicine

Pathology & Laboratory Medicine

Position Title:

Executive Assistant - Pathology

Job Family Group:

Professional Staff

Job Description Summary:

The Executive Assistant provides the Department Chair with a wide range of support. This will include administration, coordination, and project management duties, all requiring self-direction with frequent interaction with executive-level associates within and outside of the Department. The Executive Assistant serves as the primary point of contact for the Department and the Chair’s Office.

Job Description:

Job Duties

• Identify and access reliable resources, develop executive summaries and other preparatory materials.
• Provide high level administrative support with minimal direction to follow each assignment through completion.
• Serve as the primary point of contact for departments, offices and individuals seeking information from or time with the Chair.
• Develop and maintain calendar management system for Pathology Chair, independently prioritizing meetings and protecting work time.
• Responsible for managing the Chair’s commitments, speaking engagements, and other opportunities including gathering comprehensive, relevant details, and preparing presentations and remarks. In preparation for event, ensure the Chair receives all background materials, with remarks, itineraries, etc., in a standardized format for events at which he is expected to speak (meetings, celebratory ceremonies, graduation).
• Complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Chair’s ability to effectively lead and support the organization.
• Work with the Administrative team to oversee and partner in planning of events.
• Collaborate closely with the administrative team for clinical research to understand the Chair’s upcoming deadlines, prioritize meetings and demands of research network collaborators, and manage travel and other duties funded through grants.
• Make travel arrangements for multiple annual conferences and for outreach visits throughout the state.
• Maintain CV of Chair, including updated publications and presentations.
• Lead Pathology activities in Workday, including requisition creation and hiring workflow coordination.
• Maintain Chair’s timekeeping delegation in Workday.
• Work with the Chair’s research laboratory contact to process test billing monthly.
• Collaborate with leadership teams to plan and carry out annual department reviews, including writing the initial draft of the report.
  
  

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.

Work Environment

• The individual in this role would be expected to work full-time in person, seated immediately outside of the Chair’s office
• Rarely, but occasionally, available during overtime or weekend work as required for critical projects and travel emergencies
  
  

Required Qualifications

Education: High School graduate or equivalent.

Work Experience:

• Five years’ experience as an Administrative Assistant, Executive Secretary and/or related level experience.
• Experience in Microsoft Word, Excel, PowerPoint and Access required.
  
  

Preferred Qualifications

Education: Bachelor's degree in Health Care Management or related field.

Work Experience:

• Experience working in an Academic or Health Care setting.
• Experience with Microsoft Project Manager.
  
  

Skills

• Organization and time management skills.
• Communication skills.
• Computer skills.
  
  

Required Documents

• Resume/CV
• 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. https://www.kumc.edu/human-resources/benefits.html

Employee Type:

Regular

Time Type:

Full time

Rate Type:

Salary

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:

$60,800.00 - $91,200.00

Minimum

$60,800.00

Midpoint

$76,000.00

Maximum

$91,200.00