Program Manager

University of Arkansas for Medical Sciences•Little Rock, AR

30d

About The Position

This Program Manager will directly assist the Chair, Service Line Administrator, and Residency Program Director. This role will provide executive-level administrative support to COM IM leadership and will report directly to the Business Planning Analyst. This position entails a multifaceted role encompassing Human Resources, Administrative, Procurement, Committee Coordination, and Miscellaneous Projects. This position will provide executive support to the Chair of the Department including calendar management, preparing agendas, correspondence, and general administrative support as required. In Human Resources, the individual manages faculty onboarding across various divisions, handles documentation, facilitates appointments, and initiates immigration processes. Administrative duties involve coordinating tasks for the Internal Medicine Department, while procurement responsibilities focus on managing purchases, travel, finances, and compliance. Additionally, the position involves commitment to Committee Coordination, including mentoring and Diversity, Equity, and Inclusion initiatives, and involvement in maintaining departmental web pages and editing newsletters.

Requirements

Bachelor's degree plus four (4) years of program and/or project management experience or High School diploma/GED plus eight (8) years of program and/or project management experience required.
Advanced proficiency in computers (preferably Microsoft Office Suite)
Excellent communication skills: written, verbal, and listening.
Must be able to interact well with others one-on-one and as part of a team.
Ability to set priorities and maintain a high level of organization while managing multiple deadlines.
Possess a high degree of initiative for independent work.
Demonstrate attention to detail, accuracy, and thoroughness.
Handle sensitive information with absolute confidentiality.
Computer experience and the ability to learn additional programs as needed.

Responsibilities

Managing the onboarding process for Faculty members across 11 divisions, including those in Northwest Arkansas.
Collaborating with various departments such as Professional Staffing, Provider Enrollment, Immigration & Malpractice offices, Human Resources, EPIC trainers, Student Employee Health Services, and the Portrait Studio.
Ensuring offer letters meet COM (College of Medicine) standards through reviewing, modifying, and editing.
Managing the offer letter approval process in JFR by obtaining the required signatures and submitting for approval.
Managing appointment actions in JFR, including documentation for time/salary changes, separations, adjunct, and academic appointments.
Collecting and inputting data into RedCap for the purpose of building and maintaining profiles for Annual Faculty Evaluations.
Initiating immigration cases for foreign national employees using Immigration Tracker and overseeing cases not managed in-house by the UAMS immigration office.
Providing administrative assistance to the Chair of the Internal Medicine Department.
Coordinating administrative tasks for the Department Chair, Department Administrator, and coordinating administrative tasks for the Department Chair, Department Administrator, and Education Program Director.
Managing schedules, documentation, meetings, events, and other office duties.
Coordinating and planning department-wide events.
Handling day-to-day operations such as answering phones, mail duties, reports, ordering supplies, and addressing faculty needs.
Screening and routing Chairman's calls as appropriate.
Scheduling and coordinating Faculty meetings, budget meetings, Division Directors meetings, and Hospital Leadership meetings.
Overseeing procurement for the Internal Medicine department, including P-Card management, supply ordering, creating requisitions, and staying informed about procurement policies.
Managing special event forms, requests, spend authorizations, expense reports, and supplier invoice requests for department events, guest speakers, travel, and purchasing needs
Organizing the yearly departmental flu shot clinics.
Collaborate with individual divisions or departments for special events such as guest speakers and investiture ceremonies.
Ensuring all necessary supplies and resources are available for faculty.
Managing registration and documentation processes.
Assisting the IM Vice Chair of Mentoring in maintaining committee information in RedCap, scheduling training sessions, and coordinating committee cycles.
Supporting the department committees as assigned by maintaining membership records, creating agendas, recording meeting minutes, participating in sub-committees when needed, and maintaining working relationships with other entities on site to achieve the Vision 2029 goals.
Maintaining, generating, and updating over 200 Internal Medicine pages on the UAMS website.
Editing the monthly Impact Newsletter for the Internal Medicine department.
This position assists in coordinating M3 and M4 medical student activities in the Department and serves as a point of contact for rotating medical students when the primary point of contact is not available to perform duties such as proctoring exams.
Works closely with other Departments to ensure their rotating students have appropriate access.
Performs other duties as assigned.