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rAdministrative Officer - School of Health Professions (Dietetics & Nutrition)

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Department:

SHP Dietetics & Nutrition (DN)

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Dietetics and Nutrition

Position Title:

Administrative Officer - School of Health Professions (Dietetics & Nutrition)

Job Family Group:

Professional Staff

Job Description Summary:

This position manages the daily operations of the Dietetics and Nutrition office including fiscal/budget management, personnel administration, supply chain management, student administration, and project management, under the general oversight of the Department Chair.

Job Description:

Job Duties

• Manage the department\'s budget including reconciling monthly financial reports for state, endowment, and grant accounts; monitoring expenditures; purchasing supplies/equipment; and planning and loading the annual budget. Keep the Department Chair informed of budget status.
• Maintain grant fiscal management in collaboration with the Research Institute budget administrators, the School of Health Professions post-award manager, and study coordinators by forecasting budgets, tracking AP/AR, and hiring personnel as needed. Conduct regular reviews of accounts and provide status updates to the Department Chair and PI\'s. Serve as a Workday Grant Manager, including procurement, approving purchases, and responding to grant status notifications.
• Process accounts payable, accounts receivable, and travel activities in State, Research Institute, and Endowment systems in a timely manner. Instruct faculty, students, and research staff in required administrative procedures (such as travel and purchasing). Use independent initiative to resolve financial inconsistences and errors. Implement AR/AP process improvements.
• In collaboration with central HR handle hr and payroll functions for the department, including submitting position descriptions, assisting with recruitment, scheduling interviews, and new hire paperwork, updating position funding and/or FTE information, and submitting terminations. Organize faculty affairs by acquiring and submitting documentation required by the offices of Faculty Affairs and Graduate Studies. Serve as Workday HR Analyst by performing all necessary processes in Workday, from recruitment, hiring and onboarding to assigning costing allocations.
• Coordinate student affairs. Oversee student admissions, enrollment, and graduation processes. Maintain correspondence with applicants and assist them in the application process. Prepare and update applicant files. Keep program directors advised on application status. Assist with student enrollment requirements, such as permission numbers. Prepare all necessary student administrative paperwork (Progress to Degree). Provide information to Student Affairs Coordinator in the School of Health Professions for Student Recognition Ceremony.
• Facilitate the revisions of course timetables and the distribution of course evaluations each semester. Reserve rooms for course meetings. Update advisor/advisee designations in Enroll & Pay. Administer annual scholarship and award process by initiating voting and submitting required paperwork for award disbursement.
• Assist Internship Director with multiple site affiliation agreements for preceptorships, including expediting the contract signing process and maintaining preceptor files.
• Assist in the recruitment and scheduling of clients for the Nutrition Clinic. Monitor inquiries through voicemail and email. Refer to dietitians as necessary. Schedule meetings for the Department Chair and faculty. Organize travel for faculty and guest speakers. Coordinate department sponsored events, including both internal meetings and receptions/seminars open to the KUMC community and/or the public. Arrange for meeting spaces, catering, and technical support. Create and disseminate advertising for events. Prepare event agendas.
• Provide administration for various projects including, but not limited to, preparing the department for the new financial/HR software (Workday). This may include working with the Chair to put new processes and procedures in place.
• Provide guidance and assistance to the faculty as requested. Serve as a resource for problem-solving for the department faculty and staff. Direct students as needed. Act as designated department contact for the Office of Compliance and other University offices as required. Maintain accurate records according to University and Research policies.
• This job 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.

Required Qualifications

Education: