Administrative Specialist/Receptionist

POSITION DESCRIPTION:

KHSC- KansasCOM is currently seeking an Administrative Assistant/Receptionist. The Administrative Assistant/Receptionist is a full-time staff position within the KHSC Offices of Finance and Facilities, Security, and Administrative Services and reports to the Executive Director of Facilities, Security, and Administrative Services. The Administrative Assistant/Receptionist is responsible for providing high-level administrative support to both offices, and their staff members. Leadership, flexibility, creative problem solving, valuing diversity, organization, and excellent communication skills are essential requirements for this position.

RESPONSIBILITIES include, but are not limited to:

• Provide daily administrative and project support for each office including advancement, events, HR, facilities, and security.
• Manage multiple calendars for leadership, scheduling appointments, make reservations, creating meeting agendas, notes, and corresponding materials.
• Perform general office duties such as ordering supplies, sorting mail, maintaining records management systems, creating reports, and performing basic bookkeeping work including submitting receipts and processing approved invoices for payment.
• Answer telephone calls, determine priorities and respond and/or communicate with staff in an appropriate and timely fashion.
• Accept deliveries and greet visitors, connect guests to the appropriate staff/faculty.
• Oversee work of a confidential or complex nature, necessitating exposure to sensitive information and contacts requiring considerable discretion, judgment, tact, and diplomacy according to the practices and procedures of the organization.
• Prepare support materials for meetings, track actions to be taken in preparation for subsequent meetings, attend meetings and prepare meeting notes for review and distribution.

• Complete special projects and other duties as assigned.

Required knowledge, skills, and abilities:

• Ability to provide administrative support to multiple offices with a professional demeanor, managing multiple projects at once.
• Knowledge of office procedures and protocol, and high standards of customer service
• Ability to exercise discretion and maintain confidentiality of privileged information.
• Excellent organizational, communication and interpersonal skills, with strong attention to detail.
• Self-starter willing to take initiative and work independently utilizing sound judgment and problem-solving skills.
• Ability to manage professional and interpersonal relationships and interact effectively with diverse members of the institutional community and outside constituencies.
• Commitment to our core values of community, diversity and inclusion, excellence, humility, innovation, integrity, and teamwork, both inside and outside of the office.

Position QUALIFICATION(S):

• Bachelor’s degree and three years of administrative experience
• Experience in professional working environment, nonprofit, or higher education setting highly desired.
• High level of proficiency in Microsoft Suite (Outlook, Excel, PowerPoint, Word) and Adobe products (Acrobat, Flash, Reader, etc.), Experience with Raisers Edge.
• Excellent written and verbal communication and comprehension skills; consolidation of information and editing required.
• Invoice input and tracking.

Working Conditions

• Normal office environment.

Physical Requirements

• Regular use of a computer, telephone and other office equipment as needed to perform duties.
• Regular use of hands and arms for repetitive motions
• Regular periods of sitting
• Regular periods of standing/walking
• Occasional ability to lift or move up to 10 pounds.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Kansas Health Science Center offers a generous compensation and benefits package, as well as the opportunity to work for a leader in the field of education. Some of our key benefits include: generous paid time-off, medical and dental coverage, company-paid life and disability insurance, retirement plan with employer contribution, multiple flexible spending accounts (FSA), tuition reimbursement, professional development, and regular employee appreciation events.

Kansas Health Science Center is an Equal Opportunity Employer.