Administrative Assistant - Preclinical Education

Job Description:

The Administrative Assistant - Preclinical Education is a full-time, on-site position at Kansas Health Science University (KHSU)-Kansas College of Osteopathic Medicine (KansasCOM). The position supports the faculty and/or staff working in the Preclinical curriculum. Key areas of support include Biomedical Sciences and Anatomy, Health Systems Science, Physicianship, and/or Osteopathic Manipulative Medicine. This role provides vital administrative and operational support to faculty, staff, and leadership team.

The Administrative Assistant - Preclinical Education plays an active role in ensuring the smooth execution of daily operations, advancing departmental initiatives, and fostering clear communication across academic functions. Success in this position requires exceptional organizational skills, attention to detail, adaptability, and the ability to exercise sound judgment and discretion. This is an excellent opportunity for a professional who thrives in a dynamic academic environment and is motivated to contribute to the mission of preparing the next generation of osteopathic physicians.

SPECIFIC RESPONSIBILITIES:

• Provide daily administrative support for faculty, staff, and/or leadership in Biomedical Sciences and Anatomy, Health Systems Science, Physicianship, and/or Osteopathic Manipulative Medicine, as assigned.
• Provide ongoing administrative support for the maintenance, accuracy, and consistency of Canvas course pages for Biomedical Sciences and Anatomy, Health Systems Science, Physicianship, and/or Osteopathic Manipulative Medicine, as assigned.
• Manage calendars, schedule meetings, reserve rooms, and coordinate logistics for departmental activities.
• Prepare meeting agendas, take detailed minutes, and distribute follow-up action items.
• Support University-level committees by preparing meeting agendas, take detailed minutes, and distribute follow-up action items, as assigned.
• Preparing and distributing various forms of correspondence, reports, and presentation materials.
• Maintain accurate and confidential academic, student, and personnel records in compliance with institutional policies.
• Ensure timely preparation, printing, and distribution of class-related handouts, materials, and resources.
• Support faculty across multiple Biomedical Sciences and Anatomy, Health Systems Science, Physicianship, and/or Osteopathic Manipulative Medicine-related offices, demonstrating flexibility to adapt to varying needs.
• Assist with departmental and/or institutional projects, initiatives, and special assignments, ensuring timely completion and high-quality outcomes.
• Serve as a point of contact for faculty, staff, and students, handling inquiries with professionalism, discretion, and a strong customer service orientation.
• Assist with accreditation-related tasks, reporting, and documentation as directed.
• Support departmental events, workshops, and training sessions, including preparation of materials, catering orders, and on-site assistance.
• Demonstrated ability to thrive in a fast-paced, sometimes congested environment while maintaining attention to detail and consistent productivity.
• Perform other duties as assigned in support of departmental and institutional priorities.

SUPERVISORY RESPONSIBILITIES: n/a

QUALIFICATION(S):

• Associate’s degree and/or three years of administrative experience required.
• Experience in higher education, health care, or nonprofit professional environments preferred.
• Proficiency in Microsoft Office Suite (Outlook, Teams, Excel, PowerPoint, Word), Adobe Acrobat, and other common office applications.
• Demonstrated ability to handle confidential information with discretion and sound judgment.
• Excellent written and verbal communication skills with consistent application of spelling, grammar, and punctuation.
• Strong organizational skills with the ability to manage multiple projects, meet deadlines, and prioritize tasks effectively.

KEY COMPETENCIES:

• Commitment to quality, efficiency, and continuous improvement.
• Responsiveness and proactive problem-solving abilities.
• High degree of accuracy and attention to detail.
• Reliability, professionalism, and discernment in handling sensitive information.
• Ability to work both independently and collaboratively as part of a team.
• Strong interpersonal skills with the ability to manage professional relationships across diverse stakeholders.

The essential physical and mental requirements described here are representative of those that must be met by an employee to successfully perform the job's essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

DISCLAIMER:

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.

It is the policy of Kansas Health Science University (KHSU)-Kansas College of Osteopathic Medicine (KansasCOM) not to discriminate on the basis of race, ethnicity, color, sex, sexual orientation, gender, gender identity, religion, religious creed, national origin, ancestry, age, genetic information, marital status, military or veteran status, physical or mental disability, medical condition, pregnancy, childbirth and any medical condition related to pregnancy or childbirth or any other basis protected by federal, state or local law, ordinance or regulation. KHSU-KansasCOM is committed to complying with all applicable laws regarding equal employment opportunities. KHSU-KansasCOM strives to create and maintain a work environment in which people are treated with dignity, decency, and respect. All qualified candidates are encouraged to apply.

Kansas Health Science University 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 University is an Equal Opportunity Employer.