Administrative Assistant - Internal Medicine (Endocrinology, Diabetes, and Clinical Pharmacology)

Department:

SOM KC Internal Medicine - Endocrinology, Metabolism & Genetics

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Medicine-Endocrine Metabolic Gene

Position Title:

Administrative Assistant - Internal Medicine (Endocrinology, Diabetes, and Clinical Pharmacology)

Job Family Group:

Professional Staff

Job Description Summary:

The Administrative Assistant for the Cray Diabetes Self-Management Center provides administrative and operational support to center leadership and affiliated faculty in the IM-Division of Endocrinology, Diabetes, and Clinical Pharmacology. The position coordinates meetings, symposia, travel, procurement, and financial processes while preparing agendas, reports, presentations, and other essential administrative documentation. It also maintains faculty records and supports compliance-related activities. Working collaboratively with clinical, research, and education staff, the position helps advance organizational priorities while ensuring efficient and effective administrative support.

Job Description:

Job Duties

• Serve as the primary point of contact for faculty and leadership, managing communications, correspondence, and follow-up on action items.
• Receive, screen, and prioritize incoming correspondence, determining appropriate action and ensuring timely responses.
• Manage faculty and leadership calendars, including appointments, meetings, travel schedules, and other time-sensitive commitments.
• Exercise delegated authority to sign correspondence, requisitions, vouchers, and other documents on behalf of supervisor(s) as authorized.
• Plan, coordinate, and support meetings, conferences, seminars, symposiums, and special events, including scheduling, logistics, catering, materials, technology, and guest accommodations.
• Prepare agendas, presentations, meeting materials, minutes, reports, and other administrative documentation; coordinate meeting spaces and technology requirements.
• Coordinate travel arrangements and process spend authorizations, reimbursements, and expense reports utilizing university funds.
• Manage procurement activities utilizing university funds, including purchasing, invoice processing, supply ordering, and budget-related documentation.
• Maintain faculty and leadership records, including curricula vitae (CVs), publications, grants, certifications, training records, and compliance documentation.
• Collaborate with division administrative staff to support faculty licensure tracking, performance appraisal processes, TB testing, certifications, attendance reporting, and other compliance requirements.
• Coordinate office operations, including inventory management, supply procurement, equipment maintenance, facilities requests, workspace administration, and IT support coordination.
• Collaborate with faculty, staff, and institutional partners to advance center, division, and university priorities, initiatives, and strategic objectives.

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.

Required Qualifications:

Work Experience: Four (4) years professional experience. Relevant education may be substituted for experience on a year for year basis.

Preferred Qualifications:

Work Experience:

• Relevant experience in a university or research setting.
• Experience with Workday.

Skills:

• Organization
• Time management
• Multitasking
• Interpersonal skills
• Computer skills
• Problem solving

Required Documents:

• Resume/CV
• Cover Letter

Comprehensive Benefits Package:

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