Program Coordinator

University of Arkansas•Little Rock, AR

About The Position

The Program Coordinator will provide a high level of programmatic and administrative support for a department within the College of Medicine, Department of Urology. The primary areas of work will involve high-level administrative duties, program coordination, data collection and reporting, professional document preparation, travel management, purchasing, scheduling, and office support for the department. The Program Coordinator will also work cooperatively with staff in order to maintain UAMS standards of first-class patient care. The incumbent must be detail-oriented, have excellent professional writing, editing, and spelling skills to assist with correspondence and professional presentation development for the Department Chair and faculty within the department. The position communicates with executive and professional leadership positions, both internal and external to UAMS.

Requirements

Bachelor’s degree in communications, business, or related field, plus or HS diploma/GED, plus four (4) years of professional and executive administrative and programmatic support, including professional correspondence and writing experience required.
Must have strong organizational skills.
Proficient with MS Office programs, including Outlook, Word, Excel, and PowerPoint Point with Intermediate Level Proficiency.
Must have at least 5 years’ experience preparing executive-level correspondence, including letters, resumes, CVs, letters of reference, various support letters, and other general and professional correspondence and documents.

Responsibilities

Coordinates physician outreach engagements and educational programs.
Develops professional presentations utilizing content provided by faculty.
Contracts support.
Prepares productivity reports for the department.
Coordinates continuing education events.
Assists with special projects as needed.
Manages faculty calendars and schedules, coordinating clinical & educational responsibilities.
Updates faculty’s curriculum vitae and/or bio sketches as needed.
Assists with the preparation of promotion and tenure packets as needed.
Prepares letters of recommendation.
Assists with renewal of hospital privileges, if needed.
Develops and enters the call schedule.
Coordinates meetings, prepares agenda, and takes minutes as needed.
Assists faculty with acquiring IT support as needed.
Screens and answers calls in a professional and timely manner; properly routes incoming communications to the correct source.
Manages the department’s property by maintaining an accurate list and keeping office equipment in working order.
Processes travel and purchasing in Workday and in compliance with UAMS and State policies.
Manages travel (in-state, out-of-state, and international) for the Department Chair and entire department by securing airline tickets, hotel reservations, appropriate ground transportation, and processing meeting registration.
Prepares travel binders and submits timely reimbursements in accordance with state and UAMS guidelines.
Provides faculty with the status of department e-fund budgets.
Manages purchasing/travel encumbrances, ensuring documents are processed in a timely manner.
Orders office supplies as needed and maintains an appropriate level of supplies.
Maintains faculty medical licensures, memberships, and credentialing information, ensuring fees are paid timely.
Assists with the preparation of daily correspondence as needed, including letters of recommendation, letters of support, and letters of intent.
Maintains organized storage of completed written documents for quick and future reference, if needed.
Performs other duties as assigned.