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Closing Date:
09/08/2024
Type of Position:
Professional Staff - Fiscal Affairs
Job Type:
Regular
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:
ICE | NRSL Admin Support IP NC
Department's Website:
Summary of Job Duties:
The Administrative Coordinator reports to the Assistant Nursing Service Line Administrator, with assignments made by SLA, Directors, and CSMs. Incumbent provides administrative support including generation of business reports to aid in efficient use of personnel and financial resources on the nursing units. Collaborates with HR on job postings, recruitment and departmental scanning. Collaborates with Payroll to resolve payment and clocking issues. Provides general administrative support.
Qualifications:
Minimum Qualifications:
- Bachelor’s Degree plus 2 years (2) of experience in general administrative office support-OR- Associates Degree plus 4 years (4) of experience in general administrative office support-OR-High School Diploma/GED plus six years (6) of experience in general administrative office support.
- Proficient in Microsoft Office applications: Word, Excel, Access, PowerPoint, Outlook.
- Excellent organizational and interpersonal skills with the ability to delegate and follow-up.
- Strong problem solving skills.
- Ability to work independently and interdependently.
- Excellent verbal and written communication skills.
- Ability to work under deadline pressure.
- Ability to work in a diverse environment with people from various cultures, backgrounds, socioeconomic status, etc.
- Maintain confidentiality requirements and laws.
Preferred Qualifications:
- Bachelor's degree in Business Administration, Healthcare Management, or related field.
Special knowledge, abilities and skills:
- Proficient in Microsoft Office applications: Word, Excel, Access, PowerPoint, Outlook
- Excellent organizational and interpersonal skills with the ability to delegate and follow-up
- Strong problem solving skills
- Ability to work independently and interdependently
- Excellent verbal and written communication skills
- Ability to work under deadline pressure
- Ability to work in a diverse environment with people from various cultures, backgrounds, socioeconomic status, etc.
- Maintain confidentiality requirements and laws
Additional Information:
Responsibilities:
Business Operations
- Provides business operations support to the CSMs as directed by the Assistant Service Line Administrator. Reconciles productivity, reviews supply and non-supply costs, produces rolling budget report. Produces other reports as directed.
- Assists in the ordering process of medical and non-medical supplies. Works with the Business Office to place orders, track supplies, troubleshoot backorders with Central Supply, obtain quotes, request capital equipment, repair/M&R of broken equipment.
- Oversees re-stocking of medical supplies in Central Supply Room for each unit.
- Performs environmental rounds on units to assess maintenance, equipment and supply needs. Places work order for unit repairs. Provides follow-up to ensure problems are resolved.
HR Functions
- Collaborates with CSM to identify positions to post.
- Collaborates with HR to post positions, completing paper or online forms as directed.
- Reviews non-nursing posting to identify potential applicants, routes applicants to CSMs, and collaborates with CSMs to schedule interviews.
- Assists unit leadership with timely annual evaluations: tracks due dates for annual evaluations, notifies employees of annual eval requirements, ensures compliance with annual requirements (BLS, TB, licensure), electronically routes evals to appropriate supervisor for completion, follows-up with supervisors to ensure due dates are met.
- Tracks 90-day evals for new hires. Establishes 30 and 60 day meetings between CSM and new employees.
- Transfers employee mailbox when an employee transfers across nursing units.
- Monitor attendance deficiencies: tracks attendance compliance, notifies employees when attendance thresholds are met (Attendance Manager reports emailed), notifies supervisors when employees reaches oral/written warnings, facilitates completion of paperwork (prints EDN forms from Attendance Manager), ensures signed documents/notes are scanned and documented, sends notifications through certified mail when required.
Administrative Duties
- Provides clerical and administrative support to the CSMs and Nursing Directors as requested. Examples include scheduling meetings, maintaining calendars, taking minutes, etc.
- Maintains employee records: creates new files, maintains unit/area email distribution lists, ensures document completion for training, competencies, counseling forms, and other TJC required documents.
- Routes mail.
- Participates in annual inventory process for each assigned unit. Searches for missing equipment, works with CSMs and Directors to ensure a thorough search is conducted.
- Manages copiers and phones on units.
- Makes copies/packets, requesting assistance from Nursing Receptionist for larger jobs.
- Produces flyers for informational and recognition purposes. Example is birthday flyers for the unit breakrooms.
- Participates in nursing-wide events and initiatives. Examples of events include Nursing and Hospital Week, employee recognition, retirements, and Skills Fairs.
- Responsible for maintaining EPIC Downtime Boxes.
- Assists with set-up or meetings, including reserving conference rooms, sending invitations, producing rosters, providing AV/Polycom support, producing agenda, and taking minutes.
- Collects emergency checklists, temperature logs, and patient assignments throughout units. Routes information to CSM and sends for scanning as appropriate.
Scheduling and Payroll Responsibilities
- Works with Nursing Payroll and Nursing HR to reconcile payroll discrepancies.
- Verifies bi-weekly staff benefits reports.
- Maintains list of employees who are on FMLA, LOA, restricted duty, Short Term Disability, Worker’s Comp, etc.
- Ensures that Workers Comp, ADA, and Short Term Disability packets are completed by employees.
- Assists in completing Clocking Exception Logs.
- Kronos report generation as requested.
Salary offered commensurate with experience.
Salary Information:
Commensurate with education and experience
Required Documents to Apply:
List of three Professional References (name, email, business title), Resume
Cover Letter/Letter of Application, Proof of Veteran Status
Special Instructions to Applicants:
Recruitment Contact Information:
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:
Annual TB Screening, Criminal Background Check, Substance Abuse Testing
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, Sitting, Standing, Talking, Walking
Frequent Physical Activity:
Feeling, Grasping, Lifting, Pulling, Pushing, Reaching, Repetitive Motion
Occasional Physical Activity:
Balancing, Climbing, Crawling, Crouching, Kneeling, Stooping
Benefits Eligible:
Yes