Executive Assistant to the Dean

Department:
SOM Wichita Dean's Office (DO)
-----
Dean's Office

Position Title:
Executive Assistant to the Dean

Job Family Group:
Professional Staff

Job Description Summary:
The Executive Assistant provides exceptional customer service and hospitality to internal and external stakeholders and is responsible for administration, coordination, support, and management of activities related to the Dean, and Associate and Assistant Deans. This position works independently and professionally to serve the Dean and school.

This position is required to be on campus Monday - Friday, 8:00 a.m. to 5:00 p.m.

Salary range for this position is $65,000 to $72,000.

A resume and cover letter are required to be considered for this position.

Job Description:
Required Qualifications:
Education / Work Experience :
Bachelor's degree in related field from an accredited four-year institution; experience performing duties as described may substitute for the educational requirement on a year-for-year basis

Skills :
Experience maintaining a high level of confidentiality and professionalism in dealing with sensitive issues as evidenced in application materials

Preferred Qualifications:
Educati on/Work Experience:
Experience in higher education
Experience in supporting senior-level executive leaders
Experience in coordinating travel arrangements and processing travel reimbursements
Experience with event coordination

Skills :
Self-starter with demonstrated organizational and critical-thinking skills
Effective written and verbal communication skills
Impeccable accuracy, attention to detail, and organizational skills
Strong interpersonal skills and demonstrated ability to develop effective working relationships at all levels of the organization
Ability to communicate well and build rapport quickly with executive-level individuals and counterparts
Trustworthiness and experience in maintaining strict confidentiality
Ability to effectively shift to and from different projects quickly and prioritize as needed

Job Duties Outlined:
Serves as first point of contact for the Dean's Suite. Coordinates and prepares correspondence, reports, spreadsheets, presentation materials and meeting minutes; maintains supply inventory and orders when needed; requests general office maintenance when necessary.
Maintains the Dean's calendar which includes executive meetings, lectures, teaching rounds, education/curriculum meetings and community events; independently gathers information and organizes meeting requests working with internal departments and external stakeholders. Review requests and communications submitted to the Dean and, where appropriate, respond and/or redirect to the appropriate department for action.
Schedules, coordinates, and manages appointments for Associate and Assistant Deans. Assist Deans in managing logistics and coordination relating to the Health Science Education Center building project.
Coordinates and manages activities, tasks and projects by prioritizing duties assigned. Works independently and determines how to best accomplish project completion by designated timeline. Exercises discretion and uses independent judgment in comparing, evaluating, and deciding alternative courses of administrative functions. Works with issues which are of a sensitive and confidential nature.
Liaison between the Dean and the clinical practice. Work with the clinical practice for scheduling clinic appointments, patient appointments, credentialing, maintaining hospital privileges and insurance., submit clinical-related expenditures to clinical practice for payment.
Provides support for events and various committees, initiatives, and special projects to include room scheduling, catering, meeting management, minutes, and communications.
Manages travel arrangements including airline reservations, hotel reservations, conference registrations, etc. for Dean's Suite staff. Prepares travel reimbursement information and submits for processing. Prepares and processes expense reports and mileage reimbursement requests.
Assists with contracts, contract routing and distribution; maintain contract log, monitor contract status and renewals. Administer faculty time sheets, compile time sheet data, generate and distribute reports. Purchase supplies, equipment, books and other materials for multiple departments, assists with financial duties.
Takes initiative to ensure all details related to role are attended to in a professional, accurate, efficient, and timely manner. Coordinates backup for duties when absent to ensure continued professional service to customers.

This position 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 Documents:
Resume
Cover Letter

If selected as a final candidate for this position, you may be required to complete the Association of American of Universities Representations and Warranties document and sign a release of records that will allow the University of Kansas Medical Center to conduct a further background check with former employers. A copy of the Representations and Warranties document can be found here .

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 nine 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:
Hourly, 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:
$58,000.00 - $86,000.00
Minimum
$58,000.00
Midpoint
$72,000.00
Maximum
$86,000.00

Application Instructions:
To learn more and apply online, please visit https://kumc.wd5.myworkdayjobs.com/en-US/kumc-jobs/job/Wichita-KS/Executive-Assistant-to-the-Dean_JR006006 or go to https://careers.kumc.edu/ and search for position number JR006006.

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:
KUMC offers a range of great benefits that support employees and eligible family members. Our health insurance benefits begin on hire date and KUMC offers other exciting benefits such as paid parental leave, generous employer retirement contributions and other resources to improve health and well-being. For more information, please visit https://www.kumc.edu/human-resources/benefits.html

KU is an EO/AAE. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, disability, genetic information or protected Veteran status. http://policy.ku.edu/IOA/nondiscrimination

jeid-788c9f2b2db9444d89e36af75ec228db