Office Manager

Summary of Job Duties

The Office Manager will serve the Genetics and Metabolism Section within the Department of Pediatrics. Primary responsibilities include supervision of day-to-day operations within the section, managing section and e-fund budgets, as well as procurement and travel in the section, and working on HR related issues with the team.

Qualifications

• Bachelor’s degree in Healthcare, Business, Finance, or related field plus three (3) years of administrative and supervisory experience required.
• Three (3) or more years of experience in business administration, management, or a related area preferred.

Responsibilities

• Aids the Chief, Practice Director, and Peds Finance with budget-related issues during the fiscal year and prepares for the next fiscal year.
• Maintains budgets regarding all items hitting the accounts, manages all blanket purchase orders, and follows up on any outstanding invoices or balances.
• Reviews, analyzes, and reconciles faculty discretionary accounts.
• Reviews and reconciles monthly budget reports.
• Adequately pays invoices and renewal of subscriptions or professional memberships.
• Directs purchases through various 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 are hired.
• Adminstratively supports calendar management, travel, promotion and tenure submissions, annual certifications, licensing, hospital credentials, other recurring reports/certifications, and liaison for networking with other institutions and national organizations engaged by faculty.
• Carefully coordinates daily administrative activities, which include answering phone, fax, and mail, maintaining the chief's calendar, faculty calendars, scheduling meetings and conference calls, assisting with faculty development reports, annual reports, credentialing and FACFACTS.
• Maintains up-to-date curriculum vitae and biosketches.
• Coordinates all faculty recruits including creation of itineraries, assisting with travel and hotel accommodations and reimbursement.
• Responsible for faculty and staff onboarding.
• Works as liaison with UAMS, ACH and ACRI administrative staff.
• Works as liaison with media services for research-related activities, special publications, interviews, and website/social media.
• Cross-trains and provides backup for the administrative staff.
• Assists with special projects as assigned, attends monthly staff meetings and training workshops.
• Maintain/draft agenda and presentation materials for monthly office meeting; schedule division office meetings.
• Attends meetings and training opportunities for professional growth and development.
• Aids patient/families and professionals with questions and/or problem issues that arise.
• Maintain good working relationships with all individuals.
• Performs other duties as assigned by the Section Chief and the Practice Director or Peds Administration.

Additional Information

Salary Information: Commensurate with education and experience

Required Documents to Apply

• Resume

Optional Documents

Special Instructions to Applicants:

Please contact askrecruitment@uams.edu for any recruiting related questions.

All application materials must be uploaded to the University of Arkansas System Career Site . Please do not send to listed recruitment contact.

Pre-employment Screening Requirements:

• Criminal Background Check
• Sobriety Testing
• Educational Verification

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

• Balancing
• Felling
• Hearing
• Manipulating items with fingers, including keyboarding
• Repetitive motion
• Sitting
• Standing
• Talking
• Walking

Frequent Physical Activity

• Balancing
• Driving
• Felling
• Feeling
• Grasping
• Hearing
• Kneeling
• Lifting
• Manipulating items with fingers, including keyboarding
• Pulling
• Pushing
• Reaching
• Repetitive motion
• Sitting
• Standing
• Stooping
• Talking
• Walking

Occasional Physical Activity

• Balancing
• Climbing
• Crawling
• Crouching
• Driving
• Felling
• Feeling
• Grasping
• Hearing
• Kneeling
• Lifting
• Manipulating items with fingers, including keyboarding
• Pulling
• Pushing
• Reaching
• Repetitive motion
• Sharps
• Sitting
• Standing
• Stooping
• Talking
• Walking

Benefits Eligible

Yes