KHA - Senior Administrative Professional

Company:                            Kansas Hospital Association ("KHA")
Job Title:                              Senior Administrative Professional
Accountable to:                   VP Education and Special Projects
Job Classification:              Non-exempt, Full-Time
Pay Range:                           $25-$31/hr, based on experience
Work Schedule:                   Generally 8 hours per day per schedule, 8:00 a.m. – 5:00 p. m. | M-F
Work Location:                    Topeka, KS (in-person)

Position Overview:
The Senior Administrative Professional is responsible for serving KHA members by managing various Healthworks projects and providing administrative support for the Vice President, Education and Special Projects, the Senior Vice President of Clinical and Strategic Initiatives and the Director of Regulatory Affairs and Preparedness. The Senior Administrative Professional will be working with both KHA and Healthworks while delivering friendly customer service. This position is also responsible for leading staff to be accountable for the mission and values of the association.

Essential Functions:

• Provides administrative support for Healthworks including meetings of the Board of Directors.
• Manages the Healthworks Scholarship Program, including all marketing and program development, nominations, (pre- and post-selection), allied organization participation, selection and planning of the scholarship review committee, requests and distribution of payments.
• Manages Healthworks projects including grant writing support, HOSA financial support and Kansas Health-e Broadband Consortium.
• Supports the Small Hospital Improvement Program (SHIP):
  • Administer the SHIP application, contracts and payments.
  • Monitor and track SHIP grantee reporting requirements.
  • Manage SHIP records tracking system.
  • Report and communicate with KDHE, Healthworks/KHA staff and participating members as appropriate.
  • Maintain SHIP pages on KRHOP web site, list serv and KRHOP online database.
• Supports Medicare Flexibility Grant (FLEX):
  • Monitor and track grant reporting requirements.
  • Report and communicate with KDHE, Healthworks/KHA staff and participating members as appropriate.
  • Maintain KRHOP website and KRHOP online database.
• Support KRHOP related education programs and projects:
  • Processes registrations, prepares rosters, facility details, mailings, program materials, evaluations, logistics for distance learning offerings and file maintenance.
  • Provides assistance and support for Healthworks projects and contracts, as needed, including creating, preparing and delivering reports to stakeholders, as necessary.
• Maintains Healthworks web pages for all projects.
• Provides administrative support to the VP, Education and Special Projects, the Senior Vice President of Clinical and Strategic Initiatives and the Director, Regulatory Affairs and Preparedness.
• Provides support for assigned allied organizations in regard to membership processing, program preparation and registrations, routine mailings, responding to inquiries, dues and fee deposits and time tracking.
• Provides support with the Annual Convention.
• Reports and monitors budgets for assigned area of responsibility, as needed.
• Continuously reviews, edits and approves outgoing documents.
• Responds in a timely and accurate manner to inquiries for information to KHA members, staff and vendors.
• Promptly and politely answers all incoming calls and responds to phone calls appropriately.
• Actively seeks to add and enhance knowledge regarding developments and current trends in the health care industry which will serve KHA’s business needs.
• Seeks counsel of supervisor on concerns and issues as appropriate.
• Works collaboratively with KHA staff to maintain a team environment to accomplish the tasks necessary to serve and support KHA and affiliates.
• Performs other duties as assigned

Qualifications: Knowledge, Skill and Ability:

• Associates Degree preferred and one (1) to three (3) years’ in one of the following areas is required: education, event planning, project management, communications.
• Effective communication skills (verbal, written and body language).
• Proficient data entry and typing skills
• Ability to problem solve rationally and with common sense.
• Research capabilities with the ability to analyze information.
• Proficient math skills (basic math principles, computations and interpretation of graphs).
• Software knowledge of programs utilized including Microsoft Suite products and Adobe products.
• Knowledge of general office equipment.
• Ability to interpret a variety of instructions either written, oral, diagram, schedule or electronic formats.
• Ability to prioritize and manage work effectively and efficiently to accomplish tasks while managing multiple projects at the same time and delivering friendly customer service.
• Must have the ability to respect diversity and individual needs.
• Presents self with professionalism while representing KHA at events (local, state and national events).
• Valid driver’s license for travel is required.

Physical Demands:

• Lift and move items up to fifty (50) pounds
• Sit, stand and walk for extended periods of time
• Ability to work on the computer for hours at a time and concentrate on detailed information
• • Bend, kneel and reach items with use of hands to finger, handle or feel objects, tools or controls.
• Must be able to speak and listen effectively
• Vision abilities for close vision, color vision, peripheral vision and depth perception

Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

• Professional office setting with little discomfort due to such factors as noise, heat, dust, or other adverse factors
• This is a non-smoking work environment, including all premises and other such areas
• Travel is required, along with that entails standard travel risks

This job description does not state or imply that these are the only activities to be performed by the team member holding this position.  Staff is required to follow other job-related instructions and to perform other job-related responsibilities as requested by management.
 

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