Administrative Assistant for the Department of Psychiatry & Behavioral Sciences

Department

SOM Wichita Psychiatry and Behavioral Sciences

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Psychiatry & Behavioral Sciences Staff

Position Title

Administrative Assistant for the Department of Psychiatry & Behavioral Sciences

Job Family Group

Professional Staff

Job Description Summary

The administrative assistant in the Department of Psychiatry & Behavioral Sciences provides support to the department chair and director of finance and administration, and serves as the customer point of contact by handling department phone calls and front desk duties. This position is responsible for a variety of administrative and clerical duties, as well as providing coverage as needed for educational programs.

Job Duties

Office Support

• Provide administrative support to the Director of Department Finance and Administration and department Chair

• Maintain calendar, schedule meetings, and coordinate meeting arrangements for the department

• Track inventory and order office supplies

• Assist with the planning of the annual holiday celebration, as well as other events throughout the year

• Record minutes of meetings upon request

• Distribute incoming department mail

• Plan, order and setup catering for departmental meetings

• Serve as primary point of reception for all incoming calls and guests to the department

• Assist with office coordination, including lunch coverage

Faculty, Education, Residency & Medical Student Support

• Faculty Clinical Scheduling

  • Coordinate and enter faculty call schedule (clinical schedule) to appropriate scheduling systems

  • Track faculty leave ensuring faculty clinical coverage is in place and that the Chair is notified in cases of deficiencies, and enter all leave onto department calendar and scheduling systems

• Annual Faculty Assessment: Assist the Chair with collection of documents, scheduling meetings with faculty, and final submission

• Assist faculty with promotion and tenure application document submission

• Maintain faculty records for the department

• Provide backup coverage for psychiatry resident and medical student education coordinators as needed

• Assist with special projects upon request

Department Communications

• Responsible for department community newsletter and department internal newsletter.

• Manage and assist with departmental social media platforms

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.

Work Environment

• In office position

• This is a part time, 0.5 FTE, 20 hours per week position. Schedule will fall within the hours of Mon-Fri 8am-5pm, and will be mutually agreed upon with candidate and supervisor.

Required Qualifications

Work Experience

• Four (4) years of administrative or clerical experience. Education may substitute for experience on a year for year basis.

• Experience using Microsoft Office products including Outlook, Excel, Word and PowerPoint.

Preferred Qualifications

Education : Bachelor's Degree in business administration or a similar field.

Work Experience

• Experience supporting faculty and staff in a higher education setting.

• Experience with Workday.

Skills

• Communication

• Interpersonal

• Attention to detail

• Organization

• Time management

• Multi-tasking

Required Documents

• Resume

• 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

Hourly

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

$24.71 - $35.82

Minimum

$24.71

Midpoint

$30.29

Maximum

$35.82