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Administrative Coordinator

Company: UAMS Medical Center
Location: Little Rock
Posted on: March 25, 2020

Job Description:

OverviewThe Administrative Coordinator reports to the 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 and recruitment.-- Collaborates with Payroll to resolve payment and clocking issues.-- Provides general administrative support.--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.ResponsibilitiesBusiness Operations--
    • Provides business operations support to the CSMs as directed by the 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, Workers 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.QualificationsMinimum Qualifications:
            • Bachelors degree -OR- 2 years college with 2 years administrative support experience; -OR- High School Diploma, GED or formal educational equivalent with 4 years administrative 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.--This position is subject to a pre-employment criminal background check [and drug screen. A criminal conviction or arrest pending adjudication alone shall not disqualify an applicant. 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.--UAMS is an--Affirmative Action--and--Equal Opportunity Employer--of individuals with disabilities and protected veterans and is committed to excellence.Physical RequirementsStand: OccasionallySit: FrequentlyWalk: OccasionallyBend, crawl, crouch, kneel, stoop, or reach overhead: NeverLift, push, pull, carry weight: 10 lbs or lessUse hands to touch, handle, or feel: FrequentlyTalk: ContinuouslyHear: ContinuouslyTaste or smell: NeverRead, concentrate, think analytically: ContinuouslyPhysical Environment: Inside Office EnvironmentNoise Level: ModerateVisual Requirements: Color discrimination, Depth perception, Far visual acuity, Near visual acuityHazards: None

Keywords: UAMS Medical Center, Little Rock , Administrative Coordinator, Administration, Clerical , Little Rock, Arkansas

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