Administrative Coordinator

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Type of Position:
Professional Staff - Fiscal Affairs

Job Type:
Regular

Work Shift:

Sponsorship Available:

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.
The safety of our team members at the University of Arkansas for Medical Sciences is our top priority. For this reason, successful applicants for this position must be fully vaccinated against Covid-19 or have an approved medical or religious exemption on file with our Student & Employee Health Services dept. UAMS will adhere to all federal, state and local regulations and will obtain necessary proof of vaccination prior to employment to ensure compliance.
 

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.

UAMS is an Affirmative Action and Equal Opportunity Employer  of individuals with disabilities and protected veterans and is committed to excellence.  If you need a reasonable accommodation for any part of the employment process, please contact us by telephone at (501) 686-6432 and let us know the nature of your request. We will only respond to messages left that involve a request for a reasonable accommodation in the application process. We will accommodate the needs of any qualified candidate who requests a reasonable accommodation under the Americans with Disabilities Act (ADA).

At UAMS we value Diversity, Equity and Inclusion. Visit our website to learn more: https://ddei.uams.edu/

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

Department:
COM | IDHI Stroke Administration

Department's Website:

Summary of Job Duties:
The Administrative Coordinator ensures administrative support to the IDHI ED Clinical Branch directors and program managers. This support includes a wide array of activities to ensure day-to-day operations go smoothly and information that enhances integration and communication is shared and exchanged. The position requires a wide degree of judgment and attention to detail to successfully enact its duties. The coordinator must have the ability to set goals, prioritize competing demands, be an efficient task manager, communicate effectively with all levels of personnel, demonstrate highly effective interpersonal skills by maintaining good working relationships with all staff members as well as IDHI internal and external programs. Additionally, the coordinator must make effective use of organization resources and demonstrate skills as a systems thinker. Must have the ability to plan, coordinate and execute while working independently. The administrative coordinator is required to demonstrate complete problem-solving skills by anticipating, analyzing, interpreting, and solving problems in accordance with the mission and goals of the IDHI ED Clinical Programs.
The Administrative Coordinator responsibilities include clerical and administrative operations, office and business operations, mastery of workflow and reporting.

Qualifications:

• Bachelor's Degree PLUS two (2) years of experience in general administrative office support OR Associates Degree PLUS four (4) years of experience in general administrative office support  OR High School Diploma/GED PLUS six (6) years of experience in general administrative office support.

Additional Information:

Responsibilities:

Clerical and administrative operations

• Manage and route all communication appropriately to include phone calls/texts, emails, teams, Monday.com board messages, etc.

• Responsible for office phone lines

• Schedule in-house and external meetings, including reserving conference rooms, sending invitations, producing rosters, providing AV/Polycom support, and taking minutes

• Makes copies/packets

• Maintain calendars/office boards and schedules

• Maintain contact and distribution lists

• Coordinate outgoing and incoming mail

• Manage and order office supplies

• Organize documents into updated filing systems

• Update office policies /protocols/documents as needed

Business operations

• Assists on an as needed basis with travel arrangements

• Responsible for the ordering process of supplies, works with the business office to place orders, track supplies, obtain quotes, request, and M&R equipment

• Responsible for annual inventory process for each assigned unit. Searches for missing equipment, works with directors to ensure a thorough search is conducted

• Manages copiers and phones

• Manages contact lists

• Manages McCormack office/conference room space, shred bin, kitchen supplies

• Assists programs with storage needs and organization

• Point of contact for contracted services; building manger, cleaning services, beverage etc.

• Point of contact for office equipment troubleshooting/initiate IT helpdesk/ campus work order requests

Participates in program objectives planning and development

• Staff meeting attendance and input

• Sharing of ideas for program improvement

• Conference and retreat planning/implementation

• Committees

• Annual report planning/implementation

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

Optional Documents:

Cover Letter/Letter of Application, Proof of Veteran Status, Unofficial/Official Transcript(s)

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, Talking

Frequent Physical Activity:
Standing, Walking

Occasional Physical Activity:
Lifting

Benefits Eligible:
Yes