at University of Kansas Medical Center in Kansas City, Kansas, United States
Job Description
Administrative Officer - School of Health Professions (Occupational Therapy Education)
Department:
SHP Occupational Therapy Education (OTE)
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Occupational Therapy Education
Position Title:
Administrative Officer - School of Health Professions (Occupational Therapy Education)
Job Family Group:
Professional Staff
Job Description Summary:
The Administrative Manager/Administrative Officer is a full-time position within the Department of Occupational Therapy Education. This role provides essential administrative oversight and support, including fiscal management and departmental staff support.
Job Description:
Job Duties
- Manage daily operations of the Occupational Therapy Education (OTE) office, ensuring efficient workflows, consistent communication, and administrative support for faculty, staff, and students.
- Supervise administrative staff by assigning work, providing onboarding and training, and monitoring performance to ensure operational continuity and service excellence.
- Recommend and implement process improvements to enhance administrative efficiency.
- Lead the development, administration, and oversight of departmental budgets, including operating, state, grant, and foundation/KUEA accounts.
- Prepare, analyze, and present financial reports to the Chair to support planning, forecasting, and decision-making.
- Oversee financial operations, including purchase orders, BPC transactions, and KUEA check requests and deposits, ensuring compliance with procurement and audit requirements.
- Serve as the primary departmental timekeeper, ensuring accuracy and compliance with institutional guidelines.
- Coordinate Promotion and Tenure (P&T) processes by managing documentation and timelines in collaboration with the School of Health Professions.
- Support faculty and staff in meeting ACOTE accreditation requirements, including data collection, documentation, surveys, and departmental reporting.
- Oversee compliance for academic programs related to copyright, course materials, and instructional technologies.
- Manage departmental data systems, online reporting tools, and documentation supporting academic programs, research activities, and operational needs.
- Coordinate departmental meetings, including scheduling, agenda preparation, minute-taking, and follow-up with the Chair.
- Represent the department at institutional trainings, committees, and school-level administrative meetings.
- Facilitate administrative processes for academic programs, including student records management, documentation workflows, and compliance tracking.
- Oversee the development and administration of departmental surveys and reporting tools for evaluation, accreditation, clinical education, and scholarship tracking.
- Ensure effective communication among students, faculty, staff, and external partners, exercising judgment in escalating issues as appropriate.
- Assist the Chair and faculty with special projects related to research, clinical partnerships, community engagement, and departmental communications.
- Coordinate meetings, seminars, site visits, and departmental events in support of institutional priorities and external partnerships.
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:
- 6 years' experience in an administrative assistant role. Relevant education may substitute on a year for year basis.
- Experience with multiple purchasing software and system applications.
Preferred Qualifications
Education:
Master's degree in business or public administration or related field.
Work Experience:
- Experience as an administrative officer or similar position in an academic environment.
- Experience within the University of Kansas Medical Center.
- Experience with Workday software.
- Experience with OneSolution (KUEA financial software).
Skills
- Communication.
- Decision making skills.
- Time management.
- Attention to detail.
- Interpersonal skills.
- Problem solving.
- Collaboration.
- Computer skills.
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:
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
Application Instructions:
To learn more and apply online, please visit https://kumc.wd5.myworkdayjobs.com/en-US/kumc-jobs/job/Kansas-City-Metro-Area/Administrative-Officer---School-of-Health-Professions--Occupational-Therapy-Education-_JR009582 or go to https://careers.kumc.edu/ and search for position number JR009582.
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
Equal Employment Opportunity Statement
The University of Kansas Medical Center is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, ethnicity, ancestry, age, protected veteran or disability status, marital status, parental status, or genetic information. http://policy.ku.edu/IOA/nondiscrimination
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