Administrative Project Coordinator-Vascular Services

The University of Kansas Health System

2mo ago

Job
Full-time
Junior Level
Kansas City, +1
Quick Apply

AI generated summary

You need a high school diploma, 2+ years admin experience, a bachelor's degree in a relevant field, strong MS Office skills, and 1+ years in volunteer work and event planning.
You will manage calendars, communicate project updates, coordinate meetings, handle sensitive information, support payroll, and assist with special projects, ensuring effective collaboration and organization.

Requirements

- Must be able to perform the professional, clinical and or technical competencies of the assigned unit or department.
- High level of expertise in MS Office Suite to assist with communication, organization, and project management activities.
- Communicate effectively with various departments to keep everyone up to date about any changes to projects.
- Supports the communication plan before a larger rollout of system-wide communications.
- Provides high-level support to the assigned department.
- Develops and maintains a collaborative team approach with support staff members and executives built on regular communication, shared decision-making and results oriented problem solving.
- Coordinates and manages the calendar for the assigned department.
- Manages and maintains highly sensitive information with complete discretion and confidentiality.
- Functions independently at a high level, makes valid judgments to ensure the integrity of operations and exhibits initiative in the completion of tasks.
- High level ability to plan, organize, analyze, and coordinate data/information and activities.
- Completes special projects as assigned by manager/director.
- May serve as a liaison to other departments, agencies, and outside vendors as appropriate.
- Serves as a key communicator to all level of staff on behalf of the Director and/or Manager, as required, and coordinates and disseminates communication to large audiences as needed, capability of navigating complex and sensitive communication circumstances.
- Assists with coordination of payroll, acting as a backup for Kronos managers.
- Oversees department meeting schedules (scheduling meeting/events rooms, materials preparation for meetings, ordering water/food, scheduling meetings).
- Reviews, classifies, and files correspondence and documents, utilizing confidential file system containing sensitive documentation.
- Develops and maintains shared folder files, documents and keep resource lists up to date.
- Coordinates the maintenance of office equipment, oversee work order request process, facilitate process to purchase and receive office supplies.
- As delegated by the Director, represents department management for communicating information to hospital executive team, vendors, physicians, staff, and community agencies.
- Maintains files for contracts, invoices, accounts receivable/payable processing.
- High School Graduate or GED.
- 2 or more years of experience in an administrative professional role.
- Bachelors Degree in Health Information Management or a related field of study from an accredited college or university.
- 1 or more years of experience working with Volunteers.
- 1 or more years of experience with event planning.
- Read, write, and speak English.
- Proficient in computer skills and Microsoft Office products.

Responsibilities

- Must be able to perform the professional, clinical and or technical competencies of the assigned unit or department.
- High level of expertise in MS Office Suite to assist with communication, organization, and project management activities.
- Communicate effectively with various departments to keep everyone up to date about any changes to projects.
- Supports the communication plan before a larger rollout of system-wide communications.
- Provides high-level support to the assigned department.
- Develops and maintains a collaborative team approach with support staff members and executives built on regular communication, shared decision-making and results oriented problem solving.
- Coordinates and manages the calendar for the assigned department.
- Manages and maintains highly sensitive information with complete discretion and confidentiality.
- Functions independently at a high level, makes valid judgments to ensure the integrity of operations and exhibits initiative in the completion of tasks.
- High level ability to plan, organize, analyze, and coordinate data/information and activities.
- Completes special projects as assigned by manager/director.
- May serve as a liaison to other departments, agencies, and outside vendors as appropriate.
- Serves as a key communicator to all level of staff on behalf of the Director and/or Manager, as required, and coordinates and disseminates communication to large audiences as needed, capability of navigating complex and sensitive communication circumstances.
- Assists with coordination of payroll, acting as a backup for Kronos managers.
- Oversees department meeting schedules (scheduling meeting/events rooms, materials preparation for meetings, ordering water/food, scheduling meetings).
- Reviews, classifies, and files correspondence and documents, utilizing confidential file system containing sensitive documentation.
- Develops and maintains shared folder files, documents and keeps resource lists up to date.
- Coordinates the maintenance of office equipment, oversee work order request process, facilitate process to purchase and receive office supplies.
- As delegated by the Director, represents department management for communicating information to hospital executive team, vendors, physicians, staff, and community agencies.
- Maintains files for contracts, invoices, accounts receivable/payable processing.
- Must be able to perform the professional, clinical and or technical competencies of the assigned unit or department.
- These statements are intended to describe the essential functions of the job and are not intended to be an exhaustive list of all responsibilities. Skills and duties may vary dependent upon your department or unit. Other duties may be assigned as required.

FAQs

What are the primary responsibilities of the Administrative Project Coordinator in Vascular Services?

The primary responsibilities include providing high-level support to the assigned department, assisting with communication, organization, project management activities, managing the calendar, overseeing department meeting schedules, handling sensitive information with discretion, and completing special projects as assigned.

What are the required qualifications for this position?

A High School Graduate or GED is required, along with 2 or more years of experience in an administrative professional role.

Is a college degree necessary for this job?

A Bachelor's Degree in Health Information Management or a related field is preferred but not required.

What skills are necessary for this role?

Necessary skills include high proficiency in MS Office Suite, effective communication, the ability to plan and organize information and activities, and the ability to function independently with initiative.

What does the job entail regarding vendor and department communication?

The Administrative Project Coordinator may serve as a liaison to other departments, agencies, and outside vendors, and will also serve as a key communicator on behalf of the Director or Manager.

Is experience with event planning required?

While not required, 1 or more years of experience with event planning is preferred.

What is the job's work schedule?

The position is full-time during the days.

Does this role involve managing payroll?

Yes, the Administrative Project Coordinator assists with payroll coordination and acts as a backup for Kronos managers.

What type of environment does this position work in?

This role is based in the Heart Center and involves collaborating with various departments and executives.

Are there opportunities for personal development in this role?

Yes, the position may offer opportunities for special projects and program development, which can enhance professional growth and development.

The University of Kansas Health System

Our Vision: To lead the nation in caring, healing, teaching and discovering. Join us.

Science & Healthcare

Industry

10,001+

Employees

1998

Founded Year

Mission & Purpose

The University of Kansas Health System in Kansas City is a world-class academic medical center and destination for complex care and diagnosis. We offer more options for patients with serious conditions because of our expertise and leadership in medical research and education. Our physicians are researchers and educators expanding the boundaries of medical knowledge. Their major breakthroughs lead to the life-changing treatments and technologies of the future. Our hospital has a national reputation for doing things right, and we are rated among the country’s top hospitals in quality and the patient experience. With each step we take to become the nation's best, we establish ourselves as a healthcare destination. People from throughout the region and across the country turn to us to receive exceptional, specialized care for complex conditions. All of this is possible because of the dedication and commitment of the people who work here and our steadfast focus on caring for the patient. We invite you to join us as we continue to advance the power of academic medicine.