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Executive Director of Administrative Operations
2 months ago
Job Summary
This is a senior-level administrative position that provides high-level support to the Executive Vice Chancellor at the University of Kansas Medical Center. The successful candidate will have a strong background in administrative operations and a proven track record of providing exceptional support to senior-level executives.
Key Responsibilities
- Provide strategic support to the Executive Vice Chancellor, including planning, organizing, and directing the flow of information required for the effective and efficient operation of the Office of the Executive Vice Chancellor.
- Assist the Chief of Staff with planning, organizing, and coordinating special projects for the Executive Vice Chancellor, including providing periodic progress reports to the EVC and leadership team.
- Participate in the leadership recruitment search process for upper-level management positions, including vice chancellors, deans, and chief roles, and assure a best practice search process that is confidential.
- Manage the Office of the Executive Vice Chancellor event planning activities, including oversight of event and program development, event budgets, speakers, marketing and promotional plans, audio visual and media requirements, catering, and logistical arrangements.
- Provide supervision for one office executive assistant and various committees and initiatives originated and maintained in the Office of the Executive Vice Chancellor, and work with the office executive assistant in scheduling the EVC's travel, assuring appropriate arrangements including airline, hotel, ground transportation, meeting registration, visa applications, etc. are in place.
- In collaboration with the EVC's Chief of Staff, communicate/meet on a regular basis with the External Affairs, Alumni Relations, Government Relations, and Endowment partners to ensure coordination of activities and events for the Executive Vice Chancellor's calendar, preparation of talks, identification of VIPs, and special presentations.
- Assist the EVC's Chief of Staff with communications with KUMC faculty, staff, and students on Executive Vice Chancellor's behalf, KU Lawrence Campus leadership, professional and philanthropic organizations, city, state, and national government leaders, and other external stakeholders, and answer inquiries, provide guidance, and direction for various projects.
- Serve as primary scheduler for the EVC and the EVC's Chief of Staff, gather and assemble meeting materials for the EVC's review prior to each appointment, brief the EVC and/or the Chief of Staff on the purpose of the meeting and meeting participants, prioritize meeting requests, and make informed decisions on honoring or redirecting such requests.
- In collaboration with the EVC's Chief of Staff, coordinate the agenda for regularly scheduled Executive Vice Chancellor Leadership meetings and other meetings as warranted, secure topic presenters as necessary, make logistical arrangements, and organize handout materials.
- Manage the Executive Vice Chancellor's discretionary fund and budget allocated for events and outreach, including all processes regarding table sponsorships and support of relevant events hosted by various internal and external organizations, review and handle accordingly other funding requests requiring EVC office signature.
Requirements
- Bachelor's degree from an accredited college or university, or relevant experience may substitute for degree on a year for year basis.
- 10 years of progressively responsible positions in an administrative support capacity, including experience working with individuals at all levels of an organization, prior supervisory experience, and in-depth experience with Microsoft Office Suite, Adobe Acrobat, virtual platforms, cloud-based applications, and standard office technologies.
- Preferred qualifications include 15 years of progressively responsible positions in an administrative support capacity, experience working in higher education or executive level of a large organization, excellent verbal and written communication skills, demonstrated ability to work under pressure and meet multiple deadlines, and demonstrated ability to problem solve.
Benefits
The University of Kansas Medical Center offers a comprehensive benefits package, including health, dental, and vision insurance, health expense accounts with generous employer contributions, employer-paid life insurance, long-term disability insurance, and various additional voluntary insurance plans, 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).
Pay Range
$96,000.00 - $152,000.00
