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Type of Position:
Professional Staff - Fiscal Affairs
Job Type:
Regular
Work Shift:
Day Shift (United States of America)
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.
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 Administrative Coordinator will provide a high level of professional and executive level support for the division. The primary areas of work will involve administrative duties, professional document preparation, travel management, purchasing, scheduling and office support for the Division. The Administrative Coordinator will also work cooperatively with Service Line staff in order to maintain UAMS standards of first class patient care. We are seeking a detail oriented person who have have excellent writing, editing, and spelling skills to assist with various correspondence for the Division Chief and faculty within the division. If you have these skills, then we encourage you to apply!
Qualifications:
Bachelor’s degree in administration, communications, business or related field plus 1 year of professional and executive administrative support and professional correspondence and writing experience or
Associates Degree PLUS three (3) years of experience in general administrative office support or
High School diploma/GED plus six (5) years of professional and executive administrative support and professional correspondence and writing experience required.
Knowledge, Skills & Abilities:
Must have strong organizational skills.
Proficient with MS Office programs including Outlook, Word, Excel and Power Point with Intermediate Level Proficiency.
Experience preparing executive level correspondence including letters, resumes, CV’s, letters of reference, various support letters and other general and professional correspondence and documents.
Additional Information:
Responsibilities:
Perform administrative duties and job functions under the minimum supervision of faculty members and direct supervisor. Duties include but are not limited to:
Manage 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 and Tenure packets as needed, prepare letters of recommendations, and assist with reappointment paperwork as needed.
Conduct and prepare literature searches using UAMS library services and the Internet (pub med searches) is support of faculty scholarly, academic and clinical missions.
Enters call schedule into On-Call System as needed.
Set up meetings, coordinates functions, prepare agenda and take minutes as needed.
Update and maintain 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.
Assists faculty with acquiring IT support as needed.
Provides data entry support on Faculty items as needed.
Screen and answer calls in a professional and timely manner; properly route incoming communications to correct source.
Manage division property by keeping assigned list up to date and accurate; maintain office equipment in working order.
Order 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.
Assist the Division Chief with special projects as needed.
Assist with support in divisions across the Department as needed.
Processing travel and purchasing in SAP 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.
Assist with preparation of daily correspondence as needed, including letters of recommendations, letters of support, and letters of intent.
Reviews and edits written materials.
Proofreading assignments to correct errors before submission.
Capacity to work on multiple writing projects simultaneously and ready to give and receive feedback.
Storing copies of completed written documents for quick and future reference.
Preform other duties as assigned.
Salary Information:
Required Documents to Apply:
Optional Documents:
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:
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, Sitting, Standing, Talking, Walking
Frequent Physical Activity:
Hearing, Manipulate items with fingers, including keyboarding, N/A, Sitting, Standing, Talking, Walking
Occasional Physical Activity:
N/A
Benefits Eligible:
Yes