Office Coordinator position at The University of Kansas Medical Center in Wichita

The University of Kansas Medical Center is in need of Office Coordinator on Fri, 30 Aug 2013 01:05:04 GMT. The primary function is to coordinate financial functions, logistics for special programs, travel arrangements, bulk mailings, and provide administrative support for the department and all department staff members. The position requires the individual to create and develop work processes with little direct supervision. The position assists in the planning and coordination of various departmental...

Office Coordinator

Location: Wichita Kansas

Description: The University of Kansas Medical Center is in need of Office Coordinator right now, this position will be placed in Kansas. More complete informations about this position opportunity kindly see the descriptions. The primary function is to coordinate financial functions, logistics for special programs, travel arrangements, bulk mailings, and provide administrative support for the department and all depa! rtment staff members. The position requires the individual to create and develop work processes with little direct supervision. The position assists in the planning and coordination of various departmental events and projects. Analytical thought is necessary in the compilation of data for reports, and the employee must independently exercise sound judgment. Employee works from general guidelines that are broadly defined or, in the case of data management, highly technical. The assigned tasks are diverse and complex in nature. Well-developed communication skills are required for the position due to the level of contact with others and the project planning tasks. Must be able to communicate with faculty and staff on all campuses of KU and with rural physicians and key rural community contacts.

Required Qualifications

Bachelor's degree in Business Administration, Education, Management, or related field.

High interpersonal skills including demonstrate! d ability to relate well with others in the execution of dutie! s and the ability to communicate effectively.

High organizational skills, attention to detail, and demonstrated ability to handle multiple tasks.

Experience with Windows and Microsoft Office products (Word, Excel, PowerPoint)

Skills for implementation, operation, and maintenance of advanced software system.

1 year experience in financial, purchasing, and budgetary functions.

1 year experience in office coordination or management.

Demonstrated team player.

Strong track record for implementing activities and bringing them to closure.

Preferred Qualifications

Experience in purchasing and financial accounting in State of Kansas system.

Experience in event planning and coordination.

2+ years experience in financial, purchasing, and budgetary functions.

3+ years experience in office coordination or management.

Instructions for applying

Please complete an e! lectronic application and click the "Apply for this Posting" button at the top of the page.

THE FOLLOWING FIELDS ARE USED FOR THE POSITION DESCRIPTION

Duty (1) Description

Financial

Primary coordinator of the financial, purchasing, and budgetary functions for the Wichita and Kansas City offices of Rural Health Education and Services (RHES).

Initiates or guides the initiation of purchase and voucher requisitions, and work orders.

Purchases products and services for the department. Tracks purchase orders.

Represents the department while consulting with outside vendors. Evaluates and selects vendors. Resolves problems with vendors.

Receives goods and services for the department.

Maintains accounting records, makes appropriate encumbrances, monitors account balances, and reconciles KUEA, Restricted Fee, and General Use accounts for the department.

Generates special financial and budgetary ! reports using cost accounting methods for four separate programs within! the department for GU, RU and KUEA accounts.

Administers the payroll function, which includes preparing and submitting payroll data for all department employees.

Prepares expense reimbursement requests for department staff.

Duty (1) Essential or Marginal

Essential

Duty (2) Description

Financial

Assists with creation and distribution of cancellation of debt amortizations and 1099's for Kansas Bridging Plan.

Assists in the initiation of contracts for clients and exhibitors and maintains said contracts.

Receives payments from clients and exhibitors, maintains financial records of client fees and exhibitor registrations, deposits checks, and maintains the accounts receivable system. Makes cost analysis of newsletter and publications.

Prepares budgets for program areas based on cost analysis.

Coordinates travel arrangements for department staff, including selecting lodging; schedu! ling the university airplane; purchasing airline tickets; registering staff for conferences and exhibits.

Duty (2) Essential or Marginal

Essential

Duty (3) Description

Event Planning

Assists in coordinating logistics for special programs, projects and events.

Spearheads coordination of the Kansas Career Opportunities, which includes contracting with vendors for food, tables, chairs, flowers, decorations; reserving meeting rooms on Wichita campus; consulting with facilities management on parking arrangements for events; administering exhibitors' contracts; scheduling photographers; contracting with keynote speakers; soliciting sponsors; and notifying appropriate faculty, staff, residents, students, community representatives, and hospital administrators and the media of the events via multiple media, including postcards, letters, e-mail, press releases and telephone calls.

Provides support to the Assistant Directo! r and/or Coordinator on the Kansas City campus for the Kansas Career Op! portunities event (Kansas City campus) as needed.

Schedules tasks for Kansas Career Opportunities event on Wichita campus to efficiently complete planning phases according to deadlines.

Maintains contact with potential exhibitors and continues to solicit their participation.

Duty (3) Essential or Marginal

Essential

Duty (4) Description

Mailings and On-Line Newsletters

Administers various aspects of special printing and bulk mailings for department.

Coordinates the acquisition of current mailing address information and e-mail address information from multiple sources for the newsletter, Kansas Connections and other special targeted departmental mailings of brochures and postcards to specific customers for each program area. Sources include but are not limited to resident physicians; students and faculty of all nursing, allied health, medical, pre-medical and dental schools in the state; Kansas State and ! U.S. legislators; all rural primary healthcare providers; administrators of rural clinics and hospitals; chambers of commerce; rural community leaders; and other interested parties.

Calculates accurate number of newsletter copies of each quarterly issue to be distributed and orders printing based on analysis. Calculates accurate number of other special departmental mailings.

Assists in the coordination of the printing of newsletters, brochures, displays, letterhead, business cards and other material.

Duty (4) Essential or Marginal

Essential

Duty (5) Description

Mailings and On-Line Newsletters

Assists in determining best method for distributing newsletter to the multiple distribution outlets.

Schedules and initiates delivery of newsletter and other mailings throughout the state using Postal Presort, United States mail, special courier, and intercampus distribution.

Duty (5) Essential or Margina! l

Essential

Duty (6) Description

Program Sup! port and Administrative Coordination

Answers the department telephone and follows departmental telephone policies and procedures. Is the department's primary initial contact, and represents the department to all callers and visitors. Corresponds in a professional manner using well-developed communication skills.

Must be familiar with each program area and with other support programs on all KU campuses in order to channel requests appropriately. Responds to requests for information about the department's programs and provides appropriate information as needed.

Maintains departmental files.

Assists staff members in gathering information and consolidating annual statistical reports on Kansas Bridging Plan, Kansas Locum Tenens, and other department programs for distribution.

Schedules meetings and appointments, and handles special accommodations and logistics for staff.

Staffs the exhibit at conferences as necessary.
Provide support to the Kansas Recruitment Center program by assisting with web-site postings, the maintenance of recruitment database, candidate searches, and the coordination of marketing efforts.

Duty (6) Essential or Marginal

Essential

Duty (7) Description

Program Support and Administrative Coordination

Provides administrative support to Director, all RHES staff, and for all department programs.

Implements advanced software upgrades as needed, and maintains department databases for department programs.

Prepares letters and memoranda as directed.

Maintains computer hardware and software inventory for the department.

Monitors need for office supplies and makes purchases as needed.

Retrieves and distributes incoming department mail and sorts and delivers outgoing department mail on a daily basis.

Continually assesses and evaluates the application of technology to improve eff! iciency of departmental processes and systems. Stays current in the kno! wledge of recent changes made in the use of technology (to include: fax, photocopy and dictation machines; scanners, printers, schedulers, telephones; all personal computer hardware and software) and determines how it can be applied to department processes. Implements necessary changes to equipment by purchasing and upgrading, following current KU recommendations. Updates staff in the use of new technology as required.

Duty (7) Essential or Marginal

Essential

Duty (8) Description

Completes other tasks, as assigned, on a timely basis.

Duty (8) Essential or Marginal

Marginal

Duty (9) Description

Duty (9) Essential or Marginal

Duty (10) Description

Duty (10) Essential or Marginal

Mental/Cognitive Requirements:
Communication

Comprehend and use basic language, either written or spoken, to communicate information and ideas

Yes

Comprehend and use! technical or professional language, either written or spoken, to communicate complex ideas

Yes

Calculation

Perform numerical operations using basic counting, adding, subtracting, multiplying or dividing

Yes

Perform Complex quantitative calculations or reasoning using algebra, geometry, statistics, or abstract symbols

No

Problem Solving

Formulate and apply appropriate course of action for routine or familiar situations

Yes

Use logic to define problem, collect information, establish facts, draw valid conclusions, interpret information and deal with abstract variables for unique or unfamiliar situations

Yes

Other Mental/Cognitive Requirements (please describe)

Physical Activities

Repetitive Motion - Repeating movements of arms, hands, wrists

Constantly (5.5+ hours/day)

Talk - Express or exchange ideas verbally

Frequently (2.5! to 5.5 hours/day)

Hear - Perceive sound by ear

Frequ! ently (2.5 to 5.5 hours/day)

See - Obtain impressions through the eye

Constantly (5.5+ hours/day)

Level of physical activity

Light

Physical Requirements

Kneel- Bend legs at knee, come to rest on knees

Crouch/Squat - Bend body down and forward, bending legs and spine

Crawl - Move on hands, knees and feet

Climb - Ascend/descend ladders, stairs, ramps

Sit

Stand

Walk - Move about on foot

Average distance per shift

Stoop - Bend downward and forward at waist

Lift - Raise or lower 10 lbs. from one level to another

Lift - Raise or lower 25 lbs. from one level to another

Carry - Transport an object

Push - Press with steady force, thrust objects forward, downward, outward

Pull - Drag or tug objects

Turn/twist - Move a body part in circular motion

Bend - Bend downward and forward by bending the spin! e at waist

Balance - Exceeding ordinary body equilibrium

Reach - Extend hands and arms in any direction

Handle - Seize, hold, turn with hands

Ability to distinguish color

Other Physical Activity (please describe)

Average amount of time for other physical activity
- .
If you were eligible to this position, please email us your resume, with salary requirements and a resume to The University of Kansas Medical Center.

If you interested on this position just click on the Apply button, you will be redirected to the official website

This position starts available on: Fri, 30 Aug 2013 01:05:04 GMT

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