Department Business Coordinator - WISL

University of Arkansas • Little Rock, AR

8h

About The Position

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 [email protected] . Department: ICE | WISL Inpatient IP C Admin Department's Website:

Requirements

• Bachelor's degree in general business, financial management, or related field; plus two (2) years of experience in business management, fiscal administration, purchasing or related field or equivalent combination of education and experience.
• Proficient in Microsoft Office applications: Word, Excel, Access, PowerPoint, Outlook
• Excellent organizational and interpersonal skills with the ability to delegate and follow-up
• Strong problem-solving skills and ability to be a self-starter with limited direction for everyday operations.
• Ability to work independently and interdependently
• Excellent verbal and written communication skills
• Ability to work under deadline pressure
• Ability to work in a diverse environment with people from various cultures, backgrounds, socioeconomic status, etc.
• Maintain confidentiality requirements

Nice To Haves

• Experience using Workday

Responsibilities

• Manages the Executive Director’s complex calendar, including prioritizing and scheduling internal and external meetings, rounding schedules, and travel arrangements
• Coordinates standing meetings (e.g., leadership huddles, strategy sessions, governance councils) and prepare logistics.
• Serves as a gatekeeper and liaison to internal and external stakeholders, ensuring appropriate access to the Executive Director.
• Drafts, proofreads, and manages formal communications, including emails, memos, reports, and presentations on behalf of the Executive Director.
• Coordinates responses to time-sensitive issues, track follow-ups and outstanding items.
• Maintains confidentiality when handling sensitive communication, including HR and patient-related issues.
• Prepares meeting agendas, record minutes, and track action items for key meetings (e.g., WISL Task Force, WISL Discharge Efficiency, WISL Capacity Management Committees, and WISL departmental quality meeetings).
• Assists in preparing reports, presentations, and documentation for hospital and system-level initiatives.
• Supports special projects led by the Executive Director, including maternal/neonatal quality initiatives and patient experience improvements.
• Serves as a point of contact for nursing managers and leaders within WISL regarding administrative needs.
• Assists in preparing and maintaining policies, staffing plans, and onboarding materials.
• Coordinates logistics for site visits, audits, donor events (e.g., NICU reunion, fundraisers), and education sessions.
• Organizes and manage digital files, reports, dashboards, and confidential documents using UAMS-approved systems.
• Maintains accurate rosters, schedules, and contact lists for departmental use.
• Supports data collection and summary for reports related to safety events, staffing, performance metrics, and strategic initiatives.
• Interfaces with leaders across Nursing, Office of People and Culture, Quality, Finance, Talent Acquisition, and clinical departments to support cross-functional collaboration.
• Maintains alignment with UAMS policies and serve as a resource to ensure adherence to institutional standards and practices.
• Responds to inquiries from internal and external stakeholders, including state legislative offices, ensuring timely and accurate communication.
• Serves as a liaison for the Executive Director, relaying instructions and information, and following commitments through to completion.
• Assists with invoice tracking, budget-related tasks, and expense reporting for department-related spending (e.g., formula contracts, educational events).
• Tracks contract expiration dates and facilitate coordination for reviews and renewals.
• Performs environmental rounds on units to assess maintenance, equipment, and supply needs.
• Places work order for unit repairs.
• Provides follow-up to ensure problems are resolved.
• Gathers information for annual budgets, produce monthly variance reports, and keep unit personnel informed of budget status to provide critical operational information.
• Coordinates purchasing activities on behalf of the division and track requisitions to facilitate timely acquisition of goods and services.
• Organizes and maintain office files and records in accordance with internal procedures to provide timely and accurate information as needed.
• Ensures the smooth flow of work through the supervisor’s office, initiating follow-up actions as required to reduce unnecessary interaction with the supervisor in routine matters.
• Plans and coordinates events, including meetings, conferences, and special projects, ensuring all logistical aspects are managed effectively.
• Prepares agendas for meetings and document action items, ensuring follow-through on commitments.
• May perform other duties as assigned.

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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level