Administrative Coordinator

Role Overview

• Serve as the department's subject matter expert for procurement and travel, providing guidance and support to the Assistant Dean for Administration, faculty, APRNs, and RNs.
• Manage the full travel process from initial setup through reimbursement in Workday for faculty and staff traveling on departmental business.
• Manage and process purchases using Workday, Ntracts, and other procurement systems; initiate requisitions and monitor purchase orders through to completion.
• Analyze Workday reports to ensure compliance with requisition and purchase order requirements.
• Manage educational funds for faculty, APRNs, and RNs.
• Process invoices for payment and enter reimbursements for travel, medical licenses, certifications, and related expenses.
• Provide backup travel and procurement support to the Anesthesiology Residency Office.
• Lead training for new faculty and staff on state procurement guidelines; assist in developing training materials.
• Provide broad administrative support for a department of 50+ faculty, including managing the department phone line, maintaining distribution and contact lists, coordinating meeting scheduling, and serving as the first point of contact for office equipment troubleshooting and Help Desk or campus work order submissions.
• Coordinate monthly distribution of radiation badges and daily distribution of mail to faculty, CRNA, and resident mailboxes.
• Track faculty medical license expiration dates and provide timely notifications to prevent lapses.
• Coordinate departmental renovation projects with the Construction Project Manager, including planning faculty relocations, communicating updates to department personnel, and overseeing project progress.
• Plan and coordinate departmental appreciation events such as CRNA Week and Anesthesiologist Week.
• Serve as the departmental point of contact for general badge access, parking, key requests, and orders for business cards and notepads.
• Coordinate furniture orders, delivery, installation, moves, and maintenance and repair requests.
• Coordinate the ordering and setup of computers, laptops, and iPads for new department hires.
• Develop and monitor processes for maintaining department and kitchen supply budgets; ensure common areas are consistently stocked and well-maintained.
• Serve as backup for the Chair's calendar coordination, GME Program Coordinator, Departmental Scheduler, and Department Grand Rounds facilitator as needed.
• Oversee department policy and procedures for the maintenance and inventory of all UAMS-tagged equipment.
• Develop and implement a tracking process that captures signatures when equipment is received, returned, or exchanged.
• Lead the department's annual equipment inventory and resolve exceptions in collaboration with the Assistant Administrator.
• Access FFTA to create Purchase Authorization Requests (PARs) from Foundation accounts.
• Collaborate with Foundation Administration to obtain approval for department events and activities.
• Submit contracts for routing and signature, and collaborate with the department administrator to review and update agreements as needed.
• Perform additional duties as assigned.

Requirements

• Bachelor's degree plus two (2) years of general administrative office support experience or Associate's degree plus four (4) years of general administrative office support experience or High School diploma/GED plus six (6) years of general administrative office support experience required.

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