Department:
SOM Wichita Psychiatry and Behavioral Sciences
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Psychiatry & Behavioral Sciences Staff
Position Title:
Accounting & Office Assistant
Job Family Group:
Professional Staff
Job Description Summary:
The accounting assistant provides support to the department Chair and Director of Department Finance and Administration. This position is responsible for a variety of accounting and financial support duties, including arranging travel and submitting reimbursement for travel, assisting with department finances, providing coverage as needed for educational programs, and general administrative and clerical support.
Job Description:
Job Duties:
Purchasing and Accounting 70%
- Process invoices and purchase orders for the department in multiple financial systems
- Record purchasing transactions and department expenses in appropriate systems for reconciliation
- Prepare monthly reconciliations of expense accounts
- Assist with reconciliation of grant funded expenses
- Maintain accurate and complete files of all departmental accounts payable records to substantiate all financial transactions
- Prepare, submit and maintain record of reports for purchases using Business Procurement Card (BPC)
- Coordinate travel reimbursement for faculty, including hotel reservations, registration, and travel accommodations
Office Support 15%
- Provide administrative support to the Director of Department Finance and Administration and department Chair
- Maintain calendar, schedule meetings, and coordinate meeting arrangements for the department
- Track inventory and order office supplies
- Assist with the planning of the annual holiday celebration, as well as other events throughout the year
- Record minutes of meetings upon request
- Distribute incoming department mail
- Provide catering support for departmental meetings
- Editor of department newsletter
- Serve as primary point of reception for all incoming calls and guests to the department
- Monitor staff calendars daily to assist with office coordination, including lunch coverage
Faculty Support 10%
- Coordinate and communicate faculty call schedule and clinical coverage
- Track faculty leave ensuring faculty clinical coverage is in place and that the Chair is notified in cases of deficiencies, and enter all leave onto department calendar
- Update KU and Hospital systems with clinical coverage
- Annual Faculty Assessment: Assist the Chair with collection of documents, scheduling meetings with faculty, and final submission
- Assist faculty with promotion and tenure application document submission
- Maintain past faculty records for the department
Education, Residency & Medical Student Support 5%
- Provide backup coverage for psychiatry resident and medical student education coordinators as needed
- Assist with special projects upon request
This position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. It is only a summary of the typical functions of the job, not an exhaustive list of all possible job responsibilities, tasks, duties, and assignments. Furthermore, job duties, responsibilities and activities may change at any time with or without notice.
Work Environment:
Required Qualifications:
Education: High school diploma or GED
Work Experience:
- Two years general accounting or finance experience or an equivalent combination of education and experience
- Two years of administrative support experience
- Experience reconciling accounts
- Customer service
- Experience using Microsoft Office products including Outlook, Excel, Word and PowerPoint. Excel experience must include basic formulas and pivot tables.
Preferred Qualifications:
Work Experience:
- Experience working for a state agency
- Experience with managerial accounting reports and expense tracking
- Experience with Workday financial management software
- Experience with fund accounting
- Experience reconciling grant expenses
Skills:
- Effective Communication Skills
- Experience with projects that require attention to detail
Required Documents:
Comprehensive Benefits Package:
Coverage begins on day one for health, dental, and vision insurance and includes health expense accounts with generous employer contributions if the employee participates in a qualifying health plan. Employer-paid life insurance, long-term disability insurance, and various additional voluntary insurance plans are available. 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) are available. https://www.kumc.edu/human-resources/benefits.html
Employee Type:
Regular
Time Type:
Full time
Rate Type:
Hourly
Compensation Statement:
The pay range listed for this position is determined by our compensation program using market data and salary benchmarking. A combination of factors is considered in making compensation decisions including, but not limited to, education, experience and training, qualifications relative to the requirements of the position, and funding. At the University of Kansas Medical Center, a reasonable estimate for the starting pay range will be the minimum to midpoint of the posted range, taking into account the combination of factors listed above.
Pay Range:
Minimum
Midpoint
Maximum