Administrative Coordinator

University of Arkansas•Little Rock, AR

23d

About The Position

This Administrative Coordinator position plays a central role in supporting the Department of Anesthesiology by coordinating faculty hiring and managing a broad range of administrative and procurement functions. Key responsibilities managing procurement activities through Workday, FFTA, Ntracts, and related systems, and administering procurement and travel processes as part of onboarding for faculty and staff. Additional responsibilities include managing expense contracts, foundation purchases, departmental inventory, managing department facilities operations regarding renovation projects, new furniture acquisitions, and maintenance/repair. The ideal candidate communicates with accuracy, professionalism, and discretion when handling sensitive information with strict confidentiality. Attendance, punctuality, and dependability are key for this position. They build positive, collaborative relationships with colleagues, leadership, and partner departments, while consistently delivering exceptional customer service to both internal and external stakeholders. This role operates in alignment with the Core Concepts of Patient and Family Centered Care and the Basic Code of Conduct Guidelines.

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.

Responsibilities

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.