Office Manager – Medical

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Type of Position:
Clinical Staff – Medical Services

Job Type:
Regular

Work Shift:

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:
COM Peds CORE General Peds Admin

Department’s Website:

Summary of Job Duties:
The Office Manager – Medical position will serve as the administrative Office Manager for the individual sections within the Department of Pediatrics. The primary responsibilities include supervision of the section staff, working with budgets and purchasing in the section, and working on HR-related issues with the team. This position will report to the section Practice Director.

Qualifications:

• Bachelor’s degree in healthcare, business, finance, or related field plus three (3) years of office medical experience required.

• Must have supervisory or management experience.

Additional Information:

Responsibilities:

• Serves as Office Manager for the Pediatric section.

• Supervises office staff and manages employees’ schedules and leave requests.  

• Coordinate office positions and changes positions as needed for office coverage. 

• Ensures that staff are cross-trained to ensure continuous customer service, both internally and externally. 

• Maintains good communication lines with all employees and addresses problems and provides solutions.    

• Keeps current job descriptions on staff and maintains current records on all faculty and clinical staff to include copies of licenses, medical liability certificates, TB skin testing, HIPPA/IRB training, Safety and Compliance Training, CV’s & other certifications – obtaining updates as needed. 

• Oversees time sheets and leave forms for Section.

• Evaluates the job performance of administrative staff. 

• Attends professional development sessions and coordinates appropriate training for direct reports. 

• Communicates the mission, vision, values of the organization and reinforces the contribution of each position and employee to meeting the goals of the organization.

• Assists Section Chief, Practice Director, and Peds Finance with budget-related issues during the fiscal year and prepares for the next fiscal year. 

• Maintains budgets regarding all items hitting the accounts, manages all blanket purchase orders, follows-up any outstanding invoices or balances. 

• Reviews, analyzes and reconciles faculty discretionary accounts.

• Review and reconcile monthly budget reports. 

• Appropriately pays bills for cell phones, pagers, renewal of subscriptions or professional memberships. 

• Orders equipment and office supplies as approved by the Practice Director and Section Chief. 

• Manage section assets and maintains up to date records. 

• Organizes office moves as necessary when new faculty are hired. 

• Tracks and reports to UAMS Contract Services faculty members’ time on non-wRVU generating contracts, and ensures that M&O expenses on contracts are properly coded to ensure reimbursement for all contract-related expenses. 

• For research-related activities, communicates monthly with faculty and staff who have effort on grants to ensure accurate reporting of changes in effort to the DOP Grants Accounting Office.

• Works with Peds HR in regard to recruiting and training of new hires, transfers, and processing of terminations. 

• Conducts interviews, makes hiring decisions, implements progressive discipline as needed and in consultation with the Practice Director and with support from HR/and as directed by Peds HR, and enforces institutional compliance requirements. 

• Completes all necessary background checks, drug screens, and reference checks for all new hires within the section.

• Attends meetings and training opportunities for professional growth and development. 

• Assists patient/families and professionals with questions and/or problem issues that arise. 

• Maintain good working relationships with all individuals. 

• May perform other duties as assigned.

Salary Information:

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:
Criminal Background Check

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:
Sitting, Standing, Talking

Frequent Physical Activity:
Sitting, Standing, Talking, Walking

Occasional Physical Activity:
Sitting, Standing, Talking, Walking

Benefits Eligible:
Yes