Department Business Coordinator

Summary of Job Duties

The Department Business Coordinator will provide comprehensive support to the Department Chair as the Executive Assistant, as well as administrative support to the Department Administrator, Service Line Director, Division Directors, Fellowship Director, Division Administrator, and faculty as needed. This position will serve as the primary point of contact for the department office, overseeing daily operations and ensuring efficient office workflow. The Department Business Coordinator will collaborate with the recruitment and events team to support departmental functions, meetings, and special events. This position will perform a wide range of administrative and operational duties while maintaining professionalism, confidentiality, and effective communication and carry out additional responsibilities and special projects as assigned to support the department's overall mission and objectives.

Qualifications

• Bachelor's degree plus two (2) years of administrative, business management, purchasing, or related experience, or
• Associate's degree plus four (4) years of administrative, business management, purchasing, or related experience, or
• High School diploma/GED plus six (6) years of administrative, business management, purchasing, or related experience, required.
• Graduate Medical Experience or related preferred.

Knowledge, Skills & Abilities

• Computer program proficiency level: Intermediate.
• Excellent communication skills: written, verbal, listening.
• Must be able to interact well with others one-on-one and as part of a team.
• Ability to set priorities and maintain a high level of organization while managing multiple deadlines.
• Possess a high degree of initiative for independent work.
• Demonstrate attention to detail, accuracy and thoroughness.
• Handle sensitive information with absolute confidentiality.
• Computer experience and the ability to learn additional programs as needed.

Responsibilities

• Oversees travel day-to-day for the Internal Medicine department, including BTA-card management and staying up to date on the latest campus policies for multiple programs to include 12 divisions.
• Creates spend authorizations, expense reports, and process reimbursement requests for faculty, staff and External Committee Members.
• Arranges hotel, flight, car rental, conference registration and other requirements for department faculty and staff across 12 programs/divisions. This is to also include any recruitment candidates and guest speakers hosted by the department.
• Assists in developing, maintaining and upholding departmental processes.
• Manages schedules, documentation, meetings, events, and other office duties.
• Coordinates and plans department-wide events.
• Handles day-to-day operations such as answering phones, mail duties, reports, ordering supplies, and addressing faculty needs.
• Oversees procurement for the Internal Medicine department, including p-card management for 12 programs.
• Orders supplies, creates requisitions, and stays informed about procurement policies.
• Manages special event forms, requests, spend authorizations, expense reports, and supplier invoice requests for department events, guest speakers and purchasing needs.
• Input and maintain accurate vendor lists in addition to vendor setup.
• Assists in developing, maintaining and upholding departmental processes.
• Collaborates with individual divisions or departments for special events such as guest speakers, Grand Rounds, Journal Club, Cardiac and Gut Club events throughout the year for all 12 programs.
• Maintains, generates, and updates over 200 Internal Medicine pages on the UAMS website.
• Collaborates with various departments such as Professional Staffing, Provider Enrollment, Immigration & Malpractice offices, Human Resources, EPIC trainers, Student Employee Health Services, and the Portrait Studio.
• Ensures offer letters meet COM (College of Medicine) standards through reviewing, modifying, and editing.
• Manages offer letter approval process in JFR by obtaining required signatures and submitting for approval.
• Manages appointment actions in JFR, including documentation for time/salary changes, separations, adjunct, and academic appointments.
• Manages and tracks event budgets for the department and 12 programs.
• Collaborates with Department Project Managers to ensure alignment, consistency, and progress toward program goals.
• Tracks and maintains an accurate CME and Foundation fund tracking system for budget reporting to include trends, risks, resource needs, and budget discrepancies. Weekly reporting will be required to meet regularly with the Department Executive Committee. This will be required for all 12 programs within the department.
• Communicates program progress, issues, and performance metrics to leadership and stakeholders.
• Performs other duties as assigned.

Benefits

• 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