Overview
Administrative Assistant Jobs in Pratt, KS at The State of Kansas
Coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and/or operations. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events.
In addition, this position manages security systems for all CCM facilities, assists the Standard Operating Procedures Committee Administrator, and helps ensure compliance by offering administrative support when needed.
Specific Responsibilities:
Documents & Databases
Independently responds to and composes correspondence.
Creates and maintains standard spreadsheets and/or databases.
Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.
Performs periodic auditing on training files and data base
Enters training documentation into computer database system
Records SOP training data for CCM staff
Website
Maintains websites and/or blogs.
Creates new web pages and/or updates standard information/data within the application’s content management program.
May train or assist other CCM staff in updating information on the CCM websites or blogs
Accounting
Creates and maintains financial records.
Prepares forms.
Verifies appropriateness and accuracy of charges.
Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
Updates financial transaction spreadsheets and databases.
Human Resources
Explains HR procedures.
Ensures all CCM staff and research personnel have met occupational health, training, and IACUC requirements prior to gaining access to CCM facilities
Assists with CCM’s Occupational Health Program by providing staff with occupational health paperwork and maintenance of relevant records. Note: This does not include access to any medical records or other HIPPA protected documentation
Coordination
Manages supervisor’s and/or dept calendar.
Manages registration and travel.
Organizes and coordinates events which may include creating timelines.
May prepare agendas and record minutes of SOP Committee meetings.
Schedules all mandatory and elective training sessions under the direction of the Manager and Assistant Managers
Verifies invoices and expense reports; and/or reconciles to budget.
Contacts
Screens and prioritizes incoming calls.
Responds to inquiries.
Primary contact person for all training database related issues
Provides guidance to CCM and research staff regarding prerequisites required for each type of training or security access
Supports and documents all visitors to CCM facilities
Troubleshoots security computer related issues
Maintains facility security by assigning and restricting facility access as directed by CCM managers and supervisors
Provides customer support to CCM and research personnel when access cards are not working
Miscellaneous
Performs other duties as assigned.
Minimum Qualifications: (Education, experience, and any other certifications or clearances)
A high school diploma or equivalent required.
4 years of administrative support or other relevant experience required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Intermediate knowledge of word processing (Microsoft Office Suite), spreadsheet, email, and database software programs is required.
Customer Service
Adaptability
Communication
Organization
Team player
Collegiality
Efficiency/Dependability
Preferred Qualifications: (Education and experience)
BA or BS in administration or related field.
Previous experience with data base management.
Background in medical research environment.
Preferred Competencies: (Skills, knowledge, and abilities)
Energy
Motivation
Innovation/Creativity
Judgment
Target hiring range for this position will be between $21.00-$25.50 per hour. Offered salary will be determined by the applicant’s education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data
Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.
Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life’s challenges and opportunities and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.
Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you’re interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.
Northwestern strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.
The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.
Title: Administrative Assistant
Company: The State of Kansas
Location: Pratt, KS
