Administrative Coordinator

University of Arkansas for Medical Sciences (UAMS) - Little Rock, AR4.0

Full-time
Overview
The Operations Coordinator is in charge of organizing and synchronizing the activities of various managers and departments within the Arkansas Center for Health Improvement (ACHI). S/He ensures that the schedules, meetings and goals of each department work in harmony with ACHI goals/objectives.

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:
Health: Medical, Dental and Vision plans available for 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
Salary: Negotiable

Responsibilities
The ideal candidate must be a master communicator and able to adapt quickly to change. His /Her role is to quickly assess the effects of changing circumstances and develop strategies that will minimally influence other departments. S/He must have the ability to quickly and independently process ideas and implement changes to meet ACHI ever-changing projects.

Provides relief staffing for the reception desk. Duties include but are not limited to answering and screening calls, routing messages, directing guests to planned meetings, meeting room set-up, scheduling conference rooms for meetings on and off site, scheduling conference calls, webinars, Skype calls, and other duties as assigned.
Responsible for daily and weekly maintenance tasks for the operations and equipment of the ACHI office.
Organizes and schedules meetings for various department personnel, planning and scheduling special projects, providing clerical and administrative support for the department and organization, interacting with outside agencies and organizations as well as making sure that the agency’s key personnel are available as needed, arranging multiple projects using scheduling and time management skills.
Assists the Operations Manager in addition to his or her other responsibilities.
Maintains electronic and paper filing systems, checking, stocking and ordering supplies; maintaining a neat and orderly supply room and front desk.
Prepares documents and letters for mailing and distribution; organizing conference calls and maintaining complex lists using Access, processing reimbursements claim forms, assisting in document preparation and production utilizing Word, Excel, Access, Publisher and PowerPoint software.
Requires problem solving, troubleshooting, and devising creative or alternative solutions when issues arise. Assists the Operations Manager in addition to his/her other responsibilities.
Serves as backup to the Executive Assistant for arranging catering for meetings.
Provides backup support for the BMI Assessment for the ACHI Data Team six months a year. This includes responding to nurses’ questions about the BMI tracking process, resetting passwords, restoring access if it’s been disabled, maintaining spreadsheets for activating current nurses, providing frontline screening and management of issues related to the project, downloading the updated data entry from nurses via the BMI Site, formulating data to distribute weekly in the BMI Data Report. Other Projects as assigned.
Serves as one of the travel coordinators for ACHI Leadership and staff members. This involves making travel arrangements, getting approvals and processing the travel through the ACHI and UAMS –SAP systems.
Assists in proofreading documents at the request of staff and may assist the Director's Executive Assistant with tasks related to the bi-monthly Health Policy Board meeting
Qualifications

Minimum Qualification:
Bachelor’s Degree plus three (3) years of administrative assistant experience - OR -
Associate’s Degree plus five (5) years of administrative assistant experience - OR -
High School Diploma/GED plus seven (7) years of administrative assistant experience
Must be proficient in Microsoft Word, Excel, Outlook and PowerPoint.
Must have excellent verbal and written communication skills including proofreading capability.
Must be detail oriented

Preferred Qualifications:
Bachelor’s Degree
Three years of administrative assistant experience (the year can be substituted for comparable academic work experience)
UAMS Travel and SAP Knowledge

Software products experience: Access, Adobe Acrobat Pro, Microsoft Publisher
Able to lift 20 lbs. without assistance
UAMS is an Affirmative Action and Equal Opportunity Employer of individuals with disabilities and protected veterans and is committed to excellence.

Physical Requirements
Stand: Occasionally
Sit: Frequently
Walk: Occasionally
Bend, crawl, crouch, kneel, stoop, or reach overhead: Frequently
Lift, push, pull, carry weight: 11 - 25 lbs
Use hands to touch, handle, or feel: Continuously
Talk: Continuously
Hear: Continuously
Taste or smell: Frequently
Read, concentrate, think analytically: Continuously
Physical Environment: Inside Office Environment
Noise Level: Quiet
Visual Requirements: Color discrimination, Depth perception, Far visual acuity, Near visual acuity
Hazards: None