Administrative Coordinator

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Type of Position:
Professional Staff – Project/Program Administration

Job Type:
Regular

Work Shift:
Day Shift (United States of America)

Sponsorship Available:

No

Institution Name:
University of Arkansas for Medical Sciences

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.
The safety of our team members at the University of Arkansas for Medical Sciences is our top priority. For this reason, successful applicants for this position must be fully vaccinated against Covid-19 or have an approved medical or religious exemption on file with our Student & Employee Health Services dept. UAMS will adhere to all federal, state and local regulations and will obtain necessary proof of vaccination prior to employment to ensure compliance.
 

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.

UAMS is an Affirmative Action and Equal Opportunity Employer  of individuals with disabilities and protected veterans and is committed to excellence.  If you need a reasonable accommodation for any part of the employment process, please contact us by telephone at (501) 686-6432 and let us know the nature of your request. We will only respond to messages left that involve a request for a reasonable accommodation in the application process. We will accommodate the needs of any qualified candidate who requests a reasonable accommodation under the Americans with Disabilities Act (ADA).

At UAMS we value Diversity, Equity and Inclusion. Visit our website to learn more: https://ddei.uams.edu/

For general application assistance or if you have questions about a job posting, please contact Human Resources at askrecruitment@uams.edu .

Department:
CPH EPI Center for Birth Defects

Department’s Website:

Summary of Job Duties:
Under the supervision and direction of the Center Director, the Administrative Coordinator provides programmatic and administrative support to research faculty and staff in the Arkansas Center for Birth Defects Research and Prevention. An overview of responsibilities include, but are not limited to, general administrative support, scheduling meetings, purchasing, travel, reconciling petty cash, creating and maintaining MOU’s, projecting budgets for extramural federal and state grants/contracts, and maintaining integral operational components of the Arkansas Center’s research studies, providing research support to the Arkansas Center for Birth Defects Research and Prevention.

Qualifications:

KEY RESPONSIBILITIES

Center research activities :

• Ensures all study materials including introduction packets, participant incentive gift cards, reminder follow-up letters and thank you letters are disseminated according to study protocol.
• Runs daily reports and ensures all outstanding study dispositions are addressed according to priority and protocol.
• Utilizes the Arkansas Reproductive Health Monitoring System’s databases and monitors and manages additional operational databases such as the RTI Workflow and BD+ databases for BD-STEPS’ operational activities for data collection.
• Performs data entry of new and updated dispositions into the research databases, while working closely with funding agencies such as the Centers for Disease Control and Prevention (CDC) and its Central Interviewing Facility (CIF), and the Section’s programmer(s), to troubleshoot systematic issues on a routine basis.
• Assist with development and implementation of quality assurance standards for identification of study participants, dissemination of study materials, and data collection activities.
• Assists with quality control steps on data entry and data management for Center projects and programs.
• Assists with auditing participant files and call history notes and make decisions regarding participant dispositions.
• Maintaining and organizing the file room including pulling and refiling abstracts for follow-up reviews and QA purposes as needed

Center support activities :

• Provides support for the Arkansas Center which includes, but not limited to, telephone coverage, preparing travel arrangements, authorizations and reimbursements, processing purchasing and invoices, preparing, processing and updating Memorandums of Understandings/Agreements, Independent Contractor Agreements and other contracts/legal documents.
• Assists with the development and submission of grant submissions, progress reports and continuation applications.
• Preparing agendas and necessary materials and drafting meeting/conference call minutes.
• Coordinates and schedules meetings with internal and external collaborators in a professional manner.
• Schedules and sets up meeting rooms; sets up Zoom, Teams or WebEx meetings, webinars and conference calls and takes minutes.
• Assists with the planning, organization, and coordination of Center-related projects, functions, meetings and events.
• Responsible for professional communication of office operations via phone, face-to-face and electronic interactions and with vendors and external collaborators.
• Assists with annual reports and newsletters as needed
• Assists and participates in Center health education/outreach activities (health fairs, community fairs, etc.) as needed.
• Maintains Center inventory and research supplies, obtains quotes, organizes and purchases supplies and equipment.  Monitors and coordinates maintenance of office equipment (i.e., computer, copier, fax machine, phones, etc.).
• Coordinates IT, telecommunication and building maintenance requests.
• Serves as custodian for petty cash and gift card disbursements. Stays updated and adheres to UAMS policies and procedures for petty cash and gift cards.
• Maintains Center website

Other Duties as assigned:

• Assists Center investigators and staff with ad-hoc projects as needed.
• Obtains additional job-related training by attending continuing education courses, workshops and meetings, for professional development.
• Performs other duties or responsibilities as assigned

MINIMUM QUALIFICATIONS

Education and Experience: Bachelor’s degree plus 2 years of experience in research OR High School diploma/GED plus 6 years of experience in research. 

Special knowledge, abilities and skills: Knowledge of budgeting and accounting principles.  Must be detailed oriented, self-directed, and have the ability to multi-task, possess strong organizational skills and problem-solving skills, excellent verbal and written communication skills. Must be proficient in Microsoft Office. 

PREFERRED QUALIFICATIONS

Experience: Minimum 3 years’ experience in research. Experience with Workday is preferred.

Additional Information:

Salary Information:

Salary is commensurate with education and experience

Required Documents to Apply:

Resume

Optional Documents:

Special Instructions to Applicants:

Recruitment Contact Information:

Please contact askrecruitment@uams.edu  for any recruiting related questions.

All application materials must be uploaded to the University of Arkansas System Career Site https://uasys.wd5.myworkdayjobs.com/UASYS  

Please do not send to listed recruitment contact.

Pre-employment Screening Requirements:
No Background Check Required

This position is subject to pre-employment screening (criminal background, drug testing, and/or education verification). A criminal conviction or arrest pending adjudication alone shall not disqualify an applicant except as provided by law. Any criminal history will be evaluated in relationship to job responsibilities and business necessity.  The information obtained in these reports will be used in a confidential, non-discriminatory manner consistent with state and federal law. 

Constant Physical Activity:
N/A

Frequent Physical Activity:
Hearing, Talking

Occasional Physical Activity:
Climbing, Crawling, Crouching, Driving, Feeling, Grasping, Kneeling, Lifting, Manipulate items with fingers, including keyboarding, Pulling, Pushing, Reaching, Repetitive Motion, Sitting, Standing, Stooping, Walking

Benefits Eligible:
Yes