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Closing Date:

10/19/2024

Type of Position:

Management - Operations

Job Type:

RegularDay Shift (United States of America)No

Institution Name:

University of Arkansas for Medical Sciences

The University of Arkansas for Medical Sciences (UAMS) has a unique combination of education, research, and clinical programs that encourages and supports teamwork and diversity. We champion being a collaborative health care organization, focused on improving patient care and the lives of Arkansans.
 

UAMS offers amazing benefits and perks (available for benefits eligible positions only):

• Health: Medical, Dental and Vision plans available for qualifying staff and family
• Holiday, Vacation and Sick Leave
• Education discount for staff and dependents (undergraduate only)
• Retirement: Up to 10% matched contribution from UAMS
• Basic Life Insurance up to $50,000
• Career Training and Educational Opportunities
• Merchant Discounts
• Concierge prescription delivery on the main campus when using UAMS pharmacy

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.  To apply for the position, please click the Apply link/button.

The University of Arkansas is an equal opportunity, affirmative action institution. The University does not discriminate in its education programs or activities (including in admission and employment) on the basis of age, race, color, national origin, disability, religion, marital or parental status, protected veteran status, military service, genetic information, or sex (including pregnancy, sexual orientation, and gender identity). Federal law prohibits the University from discriminating on these bases. Questions or concerns about the application of Title IX, which prohibits discrimination on the basis of sex, may be sent to the University's Title IX Coordinator and to the U.S. Department of Education Office for Civil Rights.

Persons must have proof of legal authority to work in the United States on the first day of employment.

All application information is subject to public disclosure under the Arkansas Freedom of Information Act.

At UAMS we value Diversity, Equity and Inclusion.
 

For general application assistance or if you have questions about a job posting, please contact Human Resources at [email protected].

Department:

COM | Surgery Admin Faculty Support

Department's Website:

Summary of Job Duties:

The Program Administrator works in conjunction with leadership in the Surgical Specialties Service Line. Provides overall administrative management and coordination of various business related functions including budget, scheduling, finance, personnel, space and facilities planning, contracting, grant administration, academic support and policy interpretation and dissemination. The program administrator will develop and maintain reports and dashboards to monitor key access and revenue metrics, analyze data, research outliers, and assist in implementation of process improvement. This position will also serve as Administrative Support for the Division of Plastic and Reconstructive Surgery.

Qualifications:

Minimum Qualifications

• Bachelor’s degree in Business Administration, Healthcare Administration, Finance (or related field) plus (4) years experience managing complex programs or processes  OR HS diploma/GED plus minimum seven (8) years professional or Healthcare Administration.

Knowledge, Abilities and Skills:

• Must have strong organizational skills and be proficient with MS Office programs including Outlook, Word, Excel and Power Point with Intermediate Level Proficiency and EPIC experience. 
• Must have at least 5 years’ experience preparing executive level reports and correspondence including letters, resumes, CV’s, letters of reference, various support letters and other general and professional correspondence and documents.
• Workday and EPIC Experience

Preferred Qualifications

• Bachelor’s Degree in Business Administration, Communications, business or related PLUS (five) 5 years Professional & executive level support, correspondence & writing correspondence in a professional capacity

Additional Information:

Responsibilities

Finance:

• Assists in preparation of service line annual budget & prepares monthly budget reports for Service Line Leadership.
• Maintains meeting schedules & prepares meeting reports & presentations.
• Develops & maintains department dashboards & monitors key access & financial metrics.
• Manages service line procurement contracting, revenue contracting & invoicing functions.
• Provides overall administrative support to service line leadership & providers including, but not limited to ,Human Resource functions, budgeting, capital equipment, inventory, documentation & billing.
• Coordinates & manages various service line projects & other duties as assigned. Cross-trained to provide coverage on various administrative functions.

Faculty Administrative Support

• Performs administrative duties and job functions under the minimum supervision of faculty members and direct supervisor.
• Managing Faculty calendars and schedules to include clinical and educational time as well as other time sensitive meetings.
• Maintains faculty-scheduling routines to know when they are available and when not. Actively problem solves scheduling issues.
• Updating Faculty’s curriculum vitae and/or bio sketches as needed. Assist with preparation of Promotion &Tenure packets as needed, prepare letters of recommendations, and assist with reappointment paperwork as needed.
• Enters call schedule into On-Call System as needed.
• Set up meetings, coordinates functions, prepare agenda and take minutes as needed.
• Updates and maintains faculty’s schedules, including coordinating meetings, speaking engagements, conference participation and arranging extensive domestic/international travel itineraries.
• Tracks and reminds Faculty of schedule and appointments.
• Provides data entry support on Faculty items as needed.
• Screens and answer calls in a professional and timely manner; properly route incoming communications to correct source.
• Manages division property by keeping assigned list up to date and accurate; maintain office equipment in working order.
• Orders office supplies as needed and maintains an appropriate level of supplies.
• Pick up and distribute incoming mail; gather out-going mail daily for the division and take it to the mail-processing department.
• Assists the Division Chief with special projects as needed. Assist with support in divisions across the Department as needed.

Procurement/Travel:

• Maintains office operations.
• Processing spend authorizations and expense reports in Workday and in compliance with UAMS and State policies.
• Manages travel (in state, out-of-state, & international) for the Division Chief and entire division by securing airline tickets, hotel reservations, appropriate ground transportation, and processing meeting registration.
• Preparing travel binders and submitting timely reimbursements in accordance with state and UAMS guidelines and procedures.
• Prints/provides faculty with status of division e-fund budgets.
• Manages purchasing and travel encumbrances to ensure purchasing and travel documents be processed in a timely manner.
• Maintains faculty medical licensures, memberships and credentialing information and ensuring fees are paid in a timely manner; validates items are processed and/or cleared timely; runs reports in UAMS financial system to identify outstanding items.
• Other duties as assigned.

Salary Information:

Commensurate with education and experience.

Required Documents to Apply:

List of three Professional References (name, email, business title), Resume

Special Instructions to Applicants:

Please contact [email protected] for any recruiting related questions.

All application materials must be uploaded to the University of Arkansas System Career Site https://uasys.wd5.myworkdayjobs.com/UASYS  

Please do not send to listed recruitment contact.

Pre-employment Screening Requirements:

No Background Check Required

This position is subject to pre-employment screening (criminal background, drug testing, and/or education verification). A criminal conviction or arrest pending adjudication alone shall not disqualify an applicant except as provided by law. Any criminal history will be evaluated in relationship to job responsibilities and business necessity.  The information obtained in these reports will be used in a confidential, non-discriminatory manner consistent with state and federal law. 

Constant Physical Activity:

Hearing, Manipulate items with fingers, including keyboarding, N/A, Repetitive Motion, Sitting, Talking

Frequent Physical Activity:

Feeling, Grasping, Kneeling, Repetitive Motion, Standing, Stooping, Walking

Occasional Physical Activity:

Kneeling, Lifting, N/A, Pulling, Pushing, Reaching, Standing, Stooping

Benefits Eligible:

Yes