UAMS - University of Arkansas for Medical Sciences

Program Manager


PayCompetitive
LocationRemote
Employment typeFull-Time

This job is now closed

  • Job Description

      Req#: R0054736

      Current University of Arkansas System employees, including student employees and graduate assistants, need to log in to Workday via MyApps.Microsoft.com , then access Find Jobs from the Workday search bar to view and apply for open positions. Students at University of Arkansas System two-year institutions will also view open positions and apply within Workday by searching for “Find Jobs for Students”.

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      Closing Date:

      06/14/2024


      Type of Position:

      Professional Staff - Project/Program Administration


      Job Type:

      Regular


      Work Shift:

      Day Shift (United States of America)

      Sponsorship Available:

      No


      Institution Name:

      University of Arkansas for Medical Sciences


      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.

      The University of Arkansas is an equal opportunity, affirmative action institution. The University does not discriminate in its education programs or activities (including in admission and employment) on the basis of age, race, color, national origin, disability, religion, marital or parental status, protected veteran status, military service, genetic information, or sex (including pregnancy, sexual orientation, and gender identity). Federal law prohibits the University from discriminating on these bases. Questions or concerns about the application of Title IX, which prohibits discrimination on the basis of sex, may be sent to the University's Title IX Coordinator and to the U.S. Department of Education Office for Civil Rights.

      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.

      At UAMS we value Diversity, Equity and Inclusion.

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


      Department:

      COM | Internal Med Chair Admin


      Department's Website:


      Summary of Job Duties:

      This Program Manager will directly assist the Chair, Service Line Administrator, and Residency Program Director. This role will provide executive-level administrative support to COM IM leadership and will report directly to the Business Planning Analyst. The Program Manager entails a multifaceted role encompassing Human Resources, Administrative, Procurement, Committee Coordination, Faculty Program Management, budget and Miscellaneous Projects. This position will provide executive support to the Chair of the Department including calendar management, preparing agenda’s, correspondence and general administrative support as required. In Human Resources, the individual manages faculty onboarding across various divisions, handles documentation, facilitates appointments, and initiates immigration processes. Administrative duties involve coordinating tasks for the Internal Medicine Department, while procurement responsibilities focus on managing purchases, travel, finances, and compliance. Additionally, the position involves commitment to Committee Coordination, including mentoring and Diversity, Equity, and Inclusion initiatives, and involvement in maintaining departmental web pages and editing newsletters.


      Qualifications:

      Minimum Qualifications
      • Bachelor's Degree PLUS four (4) years of administrative and/or project management experience OR High School Diploma/GED PLUS eight (8) years of administrative and/or project management experience
      • Advanced proficiency in computers (preferably Microsoft Office Suite)


      Additional Information:

      HR Support:

      • Faculty Program Management including the onboarding process for Faculty members across 11 divisions, including those in Northwest Arkansas.
      • Program Management over the Adjunct and Academic faculty appointments
      • Collaborating with various departments such as Professional Staffing, Provider Enrollment, Immigration & Malpractice offices, Human Resources, EPIC trainers, Student Employee Health Services, and the Portrait Studio.
      • Ensuring offer letters meet COM (College of Medicine) standards through reviewing, modifying, and editing.
      • Managing offer letter approval process in JFR by obtaining required signatures and submitting for approval.
      • Managing appointment actions in JFR, including documentation for time/salary changes, separations, adjunct, and academic appointments.
      • Collecting and inputting data into RedCap for the purpose of building and maintaining profiles for Annual Faculty Evaluations.
      • Initiating immigration cases for foreign national employees using Immigration Tracker and overseeing cases not managed in-house by UAMS immigration office. 25% Administrative Support:
      • Providing administrative assistance to the Chair of the Internal Medicine Department.
      • Coordinating administrative tasks for the Department Chair, Department Administrator, and Education Program Director.
      • Faculty Budget management to include the Chair’s Foundation account and the inventory budget for Internal Medicine Business Administration
      • Managing schedules, documentation, meetings, events, and other office duties.
      • Coordinating and planning department-wide events.
      • Handling day-to-day operations such as answering phones, mail duties, reports, ordering supplies, and addressing faculty needs.
      • Screening and routing Chairman's calls as appropriate.
      • Scheduling and coordinating Faculty meetings, budget meetings, Division Directors meetings, and Hospital Leadership meetings.

      Procurement

      • Overseeing procurement for the Internal Medicine department, including p-card management, supply ordering, creating requisitions, and staying informed about procurement policies.
      • Managing special event forms, requests, spend authorizations, expense reports, and supplier invoice requests for department events, guest speakers, travel, and purchasing needs 20% Event Coordination: Organizing the yearly departmental flu shot clinics.
      • Collaborate with individual divisions or departments for special events such as guest speakers and investiture ceremonies.
      • Ensuring all necessary supplies and resources are available for faculty.
      • Managing registration and documentation processes.

      Committee Coordination:

      • Assisting the IM Vice Chair of Mentoring in maintaining committee information in Redcap, scheduling training sessions, and coordinating committee cycles.
      • Supporting the department committees as assigned by maintaining membership records, creating agendas, recording meeting minutes, participating in sub-committees when needed, and maintain working relationships with other entities on site to achieve the Vision 2029 goals.

      Other Projects:

      • Maintaining, generating, and updating over 200 Internal Medicine pages on the UAMS website.
      • Editing the monthly Impact Newsletter for the Internal Medicine department.
      • This position assists in coordinating M3 and also M4 medical student activities in the Department and serves as a point of contact for rotating medical students when the primary point of contact is not available to preform duties such as proctoring exams
      • In addition, this position works closely with other Departments to ensure their rotating students have appropriate access.
      • Other duties as assigned.


      Salary Information:

      Commensurate with education and experience


      Required Documents to Apply:

      Resume


      Optional Documents:


      Special Instructions to Applicants:


      Recruitment Contact Information:

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


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

      Please do not send to listed recruitment contact.


      Pre-employment Screening Requirements:

      No Background Check Required


      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:

      Feeling, Hearing, Manipulate items with fingers, including keyboarding, Reaching, Sitting, Standing, Talking, Walking


      Frequent Physical Activity:

      Feeling, Hearing, Manipulate items with fingers, including keyboarding, Sitting, Standing, Talking, Walking


      Occasional Physical Activity:

      Feeling, Hearing, Manipulate items with fingers, including keyboarding, Sitting, Standing, Talking, Walking


      Benefits Eligible:

      Yes
  • About the company

      The University of Arkansas for Medical Sciences is a public medical school in Little Rock, Arkansas.