Administrative Coordinator ( Northwest, AR)

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Closing Date:

07/07/2025

Type of Position:

Professional Staff - Fiscal Affairs

Job Type:

RegularDay Shift (United States of America)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 institution. The University does not discriminate in its education programs or activities (including in admission and employment) on the basis of any category or status protected by law, including age, race, color, national origin, disability, religion, protected veteran status, military service, genetic information, sex, sexual orientation, or pregnancy. 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.
 

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

Department:

CHP | College of Health Prof Admin

Department's Website:

https://healthprofessions.uams.edu/departments/occupational-therapy/

Summary of Job Duties:

The Administrative Coordinator within the College of Health Professions at the UAMS Northwest Campus reports directly to the Associate Dean of Administration and plays a crucial role in supporting the efficient operation of assigned programs and departments. This position is integral to maintaining seamless operations, supporting student recruitment, managing contracts, and ensuring effective communication and resource management. The coordinator serves as the primary point of contact for programs or departments, handling communication, scheduling, and reporting. This role operates within a collaborative team environment and receives assignments from the Associate Dean of Administration based on program/departmental needs.

The College of Health Professions (CHP) serves as the primary arm of UAMS in providing programs that deliver education, service, and research in the allied health professions across the state of Arkansas. The CHP accomplishes its mission through the diverse offerings of its departments. As the only one of its kind at an academic health science center in Arkansas, the College primarily focuses on educating allied health professionals to serve in the state's healthcare delivery system. The specific educational programs currently available within the College of Health Professions are offered by ten academic departments, which include: Audiology and Speech Pathology; Dental Hygiene; Dietetics and Nutrition; Genetic Counseling; Imaging and Radiation Sciences (Diagnostic Medical Sonography, Nuclear Medicine Imaging Sciences, Radiologic Imaging Sciences); Laboratory Sciences (Cytotechnology, Medical Laboratory Sciences); Occupational Therapy; Physical Therapy; Physician Assistant Studies; and Respiratory Care.

We champion being a collaborative health care organization, focused on improving patient care and the lives of Arkansans. Join our team at the UAMS Northwest Campus and contribute to advancing healthcare education and service in the region.

Qualifications:

Minimum Qualifications:

• Bachelor's Degree PLUS two (2) years of experience in general administrative office support OR Associate's Degree PLUS four (4) years of experience in general administrative office support OR High School Diploma/GED PLUS six (6) years of experience in general administrative office support.

Preferred Qualifications:

• Three (3) years of executive office experience.
• Experience in an academic or healthcare setting is a plus.
• Experience with Workday.

Knowledge, Skills, & Abilities:

• Proficiency in Microsoft Office: Must be skilled in using Microsoft Office programs, including Outlook, Word, SharePoint, Forms, and Excel.
• Communication Skills: Must possess strong verbal and written communication skills for effective interaction with diverse stakeholders.
• Detail Orientation: Must be meticulous and attentive to detail to ensure accuracy in all tasks.
• Self-Direction: Must be self-motivated and capable of working independently with minimal supervision.
• Team Orientation: Must work effectively in a collaborative team environment.
• Multitasking: Must have the ability to manage multiple tasks and priorities simultaneously.
• Organizational Skills: Must demonstrate strong organizational skills to handle complex projects and maintain efficient workflows.
• Problem-Solving: Must possess the ability to identify and resolve operational challenges effectively.
• Time Management: Must excel in managing time and meeting deadlines in a fast-paced environment.
• Interpersonal Skills: Must have excellent interpersonal skills to build and maintain positive working relationships.

Additional Information:

Key Responsibilities:

• Inventory and Financial Reporting: Maintains office equipment and assists with the inventory of office, educational, and clinical supplies. Prepares and processes work orders for physical plant, telecommunications, and creative services. Serves as the primary contact person for property services for maintaining the department's inventory.  Prepares and disseminates financial reports. Collects and deposits money received following the UAMS/CHP Cash Handling Procedures.
• Communication, Scheduling, and Reporting: Serves as the primary point of contact for vendors, internal, and external stakeholders. Prepares and processes letters and memoranda.  Schedules and attends all department meetings and assists with the preparation of agendas; compiles and collates material to be distributed to committee and/or faculty members. Manages special events, including scheduling the facility, planning break/lunch menus, and other detailed arrangements. Reserves classroom space in accordance with course schedules.  Assists faculty with administrative aspects of research and scholarly activity, including semi-annual reporting. Upload syllabi and course evaluations to the college SharePoint site. Completes adjunct faculty request documentation and submits to the Dean’s Office prior to the semester deadline.
• Administrative: Provides administrative support for student recruitment and admissions.  Identifies, organizes, files, and updates the database for all incoming student applications and transcripts. Assists co-chairman, directors, and faculty with the admission process by responding appropriately to inquiries from applicants, scheduling admission interviews, and responding to questions regarding the application process in accordance with CHP, UAMS, accreditation policies, and federal and state regulations. Maintains strict confidentiality regarding applicant information. Prepares admission letters and packets and obtains other information as needed.  Prepares acknowledgment letters to applicants.  Prepares and processes packet information for prospective students. Maintains necessary recruitment materials for faculty and students for use on recruitment trips.
• May perform other duties as assigned, such as performing a variety of routine work within established policies and procedures, and receive detailed instructions on new projects and assignments.

Salary Information:

Commensurate with education and experience

Required Documents to Apply:

List of three Professional References (name, email, business title), Resume

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 https://uasys.wd5.myworkdayjobs.com/UASYS  

Please do not send to listed recruitment contact.

Pre-employment Screening Requirements:

Criminal Background Check

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:

Hearing

Frequent Physical Activity:

Manipulate items with fingers, including keyboarding, Sitting, Talking

Occasional Physical Activity:

Lifting, Pulling, Pushing, Reaching, Standing, Walking

Benefits Eligible:

Yes