What are the responsibilities and job description for the School of Nursing (SON) Office of Grants and Research (OGR) Office Administrator position at University of Kansas Medical Center?
Department:
SON Grants and Research Office (OGR) Operations
-----
OGR Administration
Position Title:
School of Nursing (SON) Office of Grants and Research (OGR) Office Administrator
Job Family Group:
Professional Staff
Job Description Summary:
The Administrative Assistant reports to the Director, Office of Grants and Research (OGR) in the School of Nursing (SON). This position provides administrative support to the Associate Dean of Research (ADR), assigned committees, and research faculty and staff. Additionally, the Administrative Assistant provides administrative and operational support for OGR and coordinates OGR marketing, promotion, and special events. The incumbent is responsible for providing a friendly and professional atmosphere for all students, faculty, and visitors. The Administrative Assistant works with key internal and external stakeholders as required and serves as an integral member of the administrative team for OGR.
Job Description:
Administrative Support to Associate Dean of Research (ADR) - 20% (8 hrs/wk)
Schedules appointments, maintains calendar, and resolves scheduling conflicts on behalf of ADR.
Appropriately determines administrative actions needed on behalf of the ADR including, but not limited to, approval or routing of incoming requests or mail.
Meets regularly with the ADR for project planning and review.
Attends meetings as requested by the ADR, takes notes, transcribes, and distributes minutes in a timely manner and with high attention to detail.
Enters ADR information into FACT system for accurate reporting.
Uses critical thinking skills to anticipate needs of the ADR and effectively resolve problems.
Administrative Support for Assigned Committees - 20% (8 hrs/wk)
Provides staff support to School of Nursing (SON) Research Committee, Shared Leadership Committee, and Scholarship Forum:
Prepares agendas, coordinates, and schedules meetings.
Independently composes correspondence and reports.
Prepares minutes of meetings in a timely manner and with high attention to detail.
Distributes minutes and materials to appropriate parties through agreed upon channels (e.g., email, OGR SharePoint site, and/or Microsoft Teams).
Maintains registration and documentation of attendees.
Sends out calls for Office of Grants and Research (OGR) and SON grant opportunities, distributes submitted proposals to the appropriate reviewers, and notifies applicants and appropriate SON offices of the outcomes of their applications.
When applicable, relays award recipient information to OGR staff for post-award management.
Coordinates with the Research Committee Chair to track data and compile the SON Research Committee Annual report.
Prepares and tracks all documents and certificates as it relates to BSN Honors program, Undergraduate and Graduate Day at the Capitol, Midwest Nursing Research Society, Student Research Forum, and all OGR student and faculty research/scholarship related awards.
Administrative Support for Research Faculty and Staff - 5% (2 hrs/wk)
Assists administrators, research faculty, and research staff in scheduling and set up of conference facilities, mailing, and general administrative support.
Assists faculty and staff with usage of office equipment (e.g., printer, copier, scanner, fax, etc.).
Supports offsite storage and retrieval of research materials for SON faculty and staff including retrieval of records and data which conforms to legal and sponsor requirements and is responsive to research faculty needs to access the records.
Administrative and Operational Support for Office of Grants and Research (OGR) - 30% (12 hrs/wk)
Greets all students, faculty, and guests who enter the OGR suite.
Answers department main phone line used by faculty and students. Monitors voicemail and returns calls in a timely manner.
Coordinates daily operations of OGR:
Retrieves office mail and packages from the SON mailroom and distributes.
Ships packages and mail using appropriate mail codes.
Coordinates, relays, and tracks status of all work order requests submitted to Office of Business and Fiscal Affairs.
Works with external vendors for services including, but not limited to, overnight delivery, equipment maintenance, catering, etc.
Maintains office supply inventory.
Replenishes office supplies through Workday requisitions in an appropriate and cost-effective manner.
Manages department e-mail communication for dissemination of information related to events, announcements, and other important correspondence.
Monitors the department email inbox daily and forwards emails to appropriate staff as needed.
Maintains third floor conference room calendars.
Assists with general department errands on campus as needed.
Coordinates and attends OGR staff meetings
Provides administrative support to OGR staff, including assistance with:
Grant requisitions, purchase orders, and invoice processing in Workday.
File conversion and compilation for grant applications.
Spreadsheet and/or other tracking tool maintenance that supports grants management.
Special projects as needed.
Maintains master list of research faculty and updates semi-annually.
Maintains master list of office assignments in Microsoft Teams and coordinates office reassignments.
Assigns office and cabinet keys to faculty and staff and manages tracking in the OGR key database.
Assists faculty and students with in-house orders for research posters and coordinates pick-up from in-house vendor.
Processes all requests for Permission to use research tools housed by OGR such as the Parental Stressor Scale: PICU.
Prepares and distributes materials for student orientation.
Coordination of Office of Grants and Research (OGR) Marketing, Promotion, and Special Events - 20% (8 hrs/wk)
Creates and distributes the OGR newsletter accordingly to established schedule. Archives past newsletters appropriately (e.g., Microsoft Teams, OGR SharePoint site).
Maintains all SON OGR bulletin boards throughout campus.
Updates the Researcher Spotlight board quarterly to ensure all faculty and student projects are being promoted throughout KUMC.
Keeps publications' bulletin board current.
Maintains OGR SharePoint site, reviews content, and makes necessary updates.
Serves as point of contact for OGR website, reviews content, and makes necessary updates.
Coordinates special events and meetings:
Schedules conference room.
Corresponds with attendees.
Oversees document creation and distribution.
Organizes catering, set up, clean up, and aid throughout the event.
Coordinates OGR annual Fall Refresher hosted by OGR for research faculty and staff.
Other Duties as Assigned - 5% (2 hrs/wk)
Performs other administrative functions and/or attends other meetings as directed by the Associate Dean of Research and/or the Director of OGR.
** Required Qualifications **
Any combination of 4 years higher education, or relevant administrative support experience may substitute on a year for year basis.
Strong organizational and interpersonal communication skills.
Demonstrates a high degree of attention to detail and accuracy.
Ability to handle multiple tasks and deadlines without compromising quality or work.
Ability to work in a self-directed manner in a team-oriented environment.
Proficient with Outlook, PowerPoint, Microsoft Word, and Excel.
Excellent typing, spelling, and grammar.
Responds rapidly to changing technology and apply leading edge technology to business needs.
** Preferred Qualifications **
Bachelor's degree in education, management, communications, or related field.
Experience supporting faculty and staff preferably in a higher education setting.
Proficient in SWAY, SharePoint, Redcap and Acrobat Pro.
Experience in Workday or other purchasing system.
Employee Type:
Regular
Time Type:
Full time
Rate Type:
Hourly
Pay Range:
$22.00 - $33.00
Minimum
$22.00
Midpoint
$27.50
Maximum
$33.00
Application Instructions:
To learn more and apply online, please visit https://kumc.wd5.myworkdayjobs.com/en-US/kumc-jobs/job/Kansas-City-Metro-Area/School-of-Nursing--SON--Office-of-Grants-and-Research--OGR--Office-Administrator_JR003645 or go to https://careers.kumc.edu/ and search for position number JR003645.
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
jeid-227484006c487641be9e48d77eb6a5e9
SON Grants and Research Office (OGR) Operations
-----
OGR Administration
Position Title:
School of Nursing (SON) Office of Grants and Research (OGR) Office Administrator
Job Family Group:
Professional Staff
Job Description Summary:
The Administrative Assistant reports to the Director, Office of Grants and Research (OGR) in the School of Nursing (SON). This position provides administrative support to the Associate Dean of Research (ADR), assigned committees, and research faculty and staff. Additionally, the Administrative Assistant provides administrative and operational support for OGR and coordinates OGR marketing, promotion, and special events. The incumbent is responsible for providing a friendly and professional atmosphere for all students, faculty, and visitors. The Administrative Assistant works with key internal and external stakeholders as required and serves as an integral member of the administrative team for OGR.
Job Description:
Administrative Support to Associate Dean of Research (ADR) - 20% (8 hrs/wk)
Schedules appointments, maintains calendar, and resolves scheduling conflicts on behalf of ADR.
Appropriately determines administrative actions needed on behalf of the ADR including, but not limited to, approval or routing of incoming requests or mail.
Meets regularly with the ADR for project planning and review.
Attends meetings as requested by the ADR, takes notes, transcribes, and distributes minutes in a timely manner and with high attention to detail.
Enters ADR information into FACT system for accurate reporting.
Uses critical thinking skills to anticipate needs of the ADR and effectively resolve problems.
Administrative Support for Assigned Committees - 20% (8 hrs/wk)
Provides staff support to School of Nursing (SON) Research Committee, Shared Leadership Committee, and Scholarship Forum:
Prepares agendas, coordinates, and schedules meetings.
Independently composes correspondence and reports.
Prepares minutes of meetings in a timely manner and with high attention to detail.
Distributes minutes and materials to appropriate parties through agreed upon channels (e.g., email, OGR SharePoint site, and/or Microsoft Teams).
Maintains registration and documentation of attendees.
Sends out calls for Office of Grants and Research (OGR) and SON grant opportunities, distributes submitted proposals to the appropriate reviewers, and notifies applicants and appropriate SON offices of the outcomes of their applications.
When applicable, relays award recipient information to OGR staff for post-award management.
Coordinates with the Research Committee Chair to track data and compile the SON Research Committee Annual report.
Prepares and tracks all documents and certificates as it relates to BSN Honors program, Undergraduate and Graduate Day at the Capitol, Midwest Nursing Research Society, Student Research Forum, and all OGR student and faculty research/scholarship related awards.
Administrative Support for Research Faculty and Staff - 5% (2 hrs/wk)
Assists administrators, research faculty, and research staff in scheduling and set up of conference facilities, mailing, and general administrative support.
Assists faculty and staff with usage of office equipment (e.g., printer, copier, scanner, fax, etc.).
Supports offsite storage and retrieval of research materials for SON faculty and staff including retrieval of records and data which conforms to legal and sponsor requirements and is responsive to research faculty needs to access the records.
Administrative and Operational Support for Office of Grants and Research (OGR) - 30% (12 hrs/wk)
Greets all students, faculty, and guests who enter the OGR suite.
Answers department main phone line used by faculty and students. Monitors voicemail and returns calls in a timely manner.
Coordinates daily operations of OGR:
Retrieves office mail and packages from the SON mailroom and distributes.
Ships packages and mail using appropriate mail codes.
Coordinates, relays, and tracks status of all work order requests submitted to Office of Business and Fiscal Affairs.
Works with external vendors for services including, but not limited to, overnight delivery, equipment maintenance, catering, etc.
Maintains office supply inventory.
Replenishes office supplies through Workday requisitions in an appropriate and cost-effective manner.
Manages department e-mail communication for dissemination of information related to events, announcements, and other important correspondence.
Monitors the department email inbox daily and forwards emails to appropriate staff as needed.
Maintains third floor conference room calendars.
Assists with general department errands on campus as needed.
Coordinates and attends OGR staff meetings
Provides administrative support to OGR staff, including assistance with:
Grant requisitions, purchase orders, and invoice processing in Workday.
File conversion and compilation for grant applications.
Spreadsheet and/or other tracking tool maintenance that supports grants management.
Special projects as needed.
Maintains master list of research faculty and updates semi-annually.
Maintains master list of office assignments in Microsoft Teams and coordinates office reassignments.
Assigns office and cabinet keys to faculty and staff and manages tracking in the OGR key database.
Assists faculty and students with in-house orders for research posters and coordinates pick-up from in-house vendor.
Processes all requests for Permission to use research tools housed by OGR such as the Parental Stressor Scale: PICU.
Prepares and distributes materials for student orientation.
Coordination of Office of Grants and Research (OGR) Marketing, Promotion, and Special Events - 20% (8 hrs/wk)
Creates and distributes the OGR newsletter accordingly to established schedule. Archives past newsletters appropriately (e.g., Microsoft Teams, OGR SharePoint site).
Maintains all SON OGR bulletin boards throughout campus.
Updates the Researcher Spotlight board quarterly to ensure all faculty and student projects are being promoted throughout KUMC.
Keeps publications' bulletin board current.
Maintains OGR SharePoint site, reviews content, and makes necessary updates.
Serves as point of contact for OGR website, reviews content, and makes necessary updates.
Coordinates special events and meetings:
Schedules conference room.
Corresponds with attendees.
Oversees document creation and distribution.
Organizes catering, set up, clean up, and aid throughout the event.
Coordinates OGR annual Fall Refresher hosted by OGR for research faculty and staff.
Other Duties as Assigned - 5% (2 hrs/wk)
Performs other administrative functions and/or attends other meetings as directed by the Associate Dean of Research and/or the Director of OGR.
** Required Qualifications **
Any combination of 4 years higher education, or relevant administrative support experience may substitute on a year for year basis.
Strong organizational and interpersonal communication skills.
Demonstrates a high degree of attention to detail and accuracy.
Ability to handle multiple tasks and deadlines without compromising quality or work.
Ability to work in a self-directed manner in a team-oriented environment.
Proficient with Outlook, PowerPoint, Microsoft Word, and Excel.
Excellent typing, spelling, and grammar.
Responds rapidly to changing technology and apply leading edge technology to business needs.
** Preferred Qualifications **
Bachelor's degree in education, management, communications, or related field.
Experience supporting faculty and staff preferably in a higher education setting.
Proficient in SWAY, SharePoint, Redcap and Acrobat Pro.
Experience in Workday or other purchasing system.
Employee Type:
Regular
Time Type:
Full time
Rate Type:
Hourly
Pay Range:
$22.00 - $33.00
Minimum
$22.00
Midpoint
$27.50
Maximum
$33.00
Application Instructions:
To learn more and apply online, please visit https://kumc.wd5.myworkdayjobs.com/en-US/kumc-jobs/job/Kansas-City-Metro-Area/School-of-Nursing--SON--Office-of-Grants-and-Research--OGR--Office-Administrator_JR003645 or go to https://careers.kumc.edu/ and search for position number JR003645.
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
jeid-227484006c487641be9e48d77eb6a5e9
Office Administrator
Basehor United Methodist Church -
Basehor, KS
Paraeducator for 2024-2025 School Year
Atchison Public Schools District Office -
Atchison, KS
Administrative Assistant, Office - Sunrise Point Elementary School
Blue Valley School District -
Overland Park, KS
