Office Manager

Closing Date:

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.

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.

For general application assistance or if you have questions about a job posting, please contact Human Resources at askrecruitment@uams.edu.

Department's Website:

• Bachelor's degree in Healthcare, Business, Finance or related field plus three (3) years of business administrative experience to include leadership/supervisory experience or

• High School diploma/GED plus seven (7) years of business administrative experience to include leadership/supervisory experience.

Responsibilities:

• Supervises office staff and manages/coordinates employees' schedules and leave requests, and changes responsibilities as needed to ensure continual administrative coverage for the Section.

• Ensures that staff are cross-trained to ensure continuous customer service, both internally and externally.

• Processes all travel for faculty and staff.

• Maintains good and open lines of communication with all employees within the Section and promptly addresses problems as they arise and provides proactive solutions.

• Keeps current job descriptions on staff and maintains current records on all faculty and clinical staff, including, but not limited to, copies of licenses, medical liability certificates, TB skin testing, HIPAA/IRB trainings, Safety and Compliance Trainings, CVs & other certifications - obtaining updates as needed.

• Oversees time sheets and manages leave requests for staff and faculty to ensure accurate and timely submission and approval.

• Evaluates the job performance of the administrative staff.

• Manages, coordinates, and prepares all recruitment itineraries for faculty and other licensed provider candidates, working directly the Section Chief and the DoP Onboarding and Recruitment Coordinator directly.

• Manages and maintains physician calendars as needed or requested and serves as the primary contact for the Section Chief when meetings need to be organized or scheduled.

• Assists with the creation and management of the clinic and service schedules, including the timely submission of clinic modifications as needed, and ensures all affected parties are aware of changes.

• Works directly with the faculty recruitment coordinator on the creation and coordination of faculty candidate visits.

• Attends ongoing professional development training sessions and coordinates appropriate and ongoing training for direct reports.

• Positively communicates the mission, vision, and values of the organization and reinforces the contribution of each position and employee to meeting the goals of the organization.

• Assists the Section Chief, Practice Director, and Peds Finance with budget-related issues during the fiscal year.

• Maintains budgets regarding all items hitting the UAMS and ACH discretionary accounts, manages all blanket purchase orders, and requisitions promptly, following up on any outstanding invoices, balances, or encumbrances.

• Review, analyze, and reconcile faculty discretionary accounts. Review and reconcile monthly budget reports.

• Appropriately pay bills or submit reimbursements in a timely manner for items, including but not limited to travel, cell phones, pagers, renewal of subscriptions, or professional memberships.

• Directs purchases through appropriate accounts.

• Orders equipment and office supplies as approved by the Practice Director and Section Chief.

• Manages section assets and maintains up-to-date records.

• Organizes office moves as necessary when new faculty and staff are hired.

• Tracks M&O expenses on all contracts to make sure all are properly coded to ensure reimbursement for all contract-related expenses.

• For research-related activities, communicate monthly with faculty and staff who have effort on grants to ensure accurate reporting of changes in effort.

• Works with Peds HR in regard to recruiting and training of new hires, transfers, and processing of terminations.

• Conducts interviews, makes hiring decisions, implements progressive discipline as needed and in consultation with the Practice Director and with support from HR, and enforces institutional compliance requirements.

• Performs other duties as assigned.

Additional Information:

Salary Information:

Required Documents to Apply:

Please contact askrecruitment@uams.edufor any recruiting relatedquestions.

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

Please do not send to listed recruitment contact.

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.