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Closing Date:

09/12/2024

Type of Position:

Professional Staff - Project/Program Administration

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 | Physiology & Cell Biology Admin

Department's Website:

Summary of Job Duties:

The Program Coordinator position is responsible for all procurement related activities for the Department of Physiology and Cell Biology. The Program Coordinator is responsible for preparing reports, analyzing, monitoring, and evaluating purchasing activities, inventory, and maintenance contracts. The position provides oversight of department inventory and ensures appropriate disposition of university property. Provides high level support to research programs in a basic science department within the College of Medicine, including facilitating office and lab supply purchasing using UAMS systems, managing the receiving of large volumes of supplies in order to confirm receipt, and troubleshooting administrative difficulties in collaboration with the principal investigator, vendors, purchasing department and Assistant Chair. Works closely with the Office of Sponsored Programs Administration Network (OSPAN) to ensure the proper set up of sub award purchase orders.

Qualifications:

•  Bachelors degree in health, business or related field plus two (2) years project coordination or administrative support experience OR Associates degree in business or related field plus four (4) years of administrative experience OR HS plus six (6) years of project coordination or administrative support experience
   

• Knowledge of general office procedures and protocols.
• Knowledge of academic and/or vocational education curricula.
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
• Knowledge of supplies, equipment, and/or services.
• Skill in the use of personal computers and related software applications.
• Skill in Microsoft Office, including Excel, Word, PowerPoint, and Access.
• Program planning and implementation skills.

Additional Information:

• Manages all of department’s high volume purchasing activities,
• Ensures ordering information from the investigator or lab staff is thorough and correct,
• Processes the order against appropriate accounts,
• Manages any issues with the vendor on availability of the item(s) and timing of arrival,
• Ensures all special handling are clearly marked and that items are received as ordered, in the appropriate/ acceptable time frame and in good condition.
• Reviewing each requisition for compliance with state purchasing regulations, coordinating the shipment and distribution and storage of all supplies and equipment received by the labs and office making the request
• Processes IDTs when necessary
• Receives and reconciles packing with items and ensure all transactions related to procurement including MIGO/ receipt/ supplier invoice payments are handled appropriately and processed within 24 hours
• Creates framework POs, maintain service contracts, and renewals.
• Assists in the day to day activities of the department working directly with faculty, staff, and Chair under the guidance of the Assistant Chair
• Collects data from a variety of sources to assist the administrator in reports related to faculty (e.g. internal grants, start-ups) and research staff (time and effort), space surveys, department inventory
• Provides support in resolving campus operational issues (telecom, housekeeping, parking ops, etc.) as necessary
• Reconciles packing slips with items and ensures all transactions related to procurement are handled appropriately.
• Troubleshoots problems in the procurement cycle in collaboration with the investigator, procurement staff and the department administrator, as appropriate.
• Provides secondary coverage for other departmental staff (such as executive assistant and education coordinator) to insure that daily operational needs of the department are met and that peak activity times are staffed appropriately, such as special projects and events.
• Disseminates and deposit mail on a daily basis, stocks and replenish general office supplies as needed, and process Fed-Ex requests as needed.
• May involve phone/front desk coverage, scheduling meetings, arranging travel, processing reimbursements, staffing educational programs and other events, as well as providing support for special projects.
• Other duties as assigned demonstrating initiative, enthusiasm, positive attitude, teamwork, integrity and commitment to the mission of the division and the department by providing assistance and support as needed and directed.

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, Standing, Talking

Frequent Physical Activity:

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

Occasional Physical Activity:

Lifting, Manipulate items with fingers, including keyboarding, N/A, Repetitive Motion, Sitting, Standing, Talking, Walking

Benefits Eligible:

Yes