Intermediate Program Manager

University of Arkansas for Medical Sciences•Little Rock, AR

About The Position

The Intermediate Program Manager works in conjunction with leadership in COM Internal Medicine to support the mission and vision of the institution. Provides overall administrative management and a variety of business-related functions, including data projects, finance, budget, recruitment, special events, travel/procurement, and billing and revenue cycle functions. The Program Manager will process, develop, and maintain reports as the centralized Travel Manager for the Internal Medicine department. This position also supports the Division Director, Administrator, and other members of the COM Internal Medicine and Service Line Leadership team. This position coordinates meetings & manages various projects requested by the Leadership team to ensure the successful achievement of goals. Will act as program manager for special projects, which could involve tracking assigned tasks in meetings and, at times, taking the lead on projects to help ensure completion.

Requirements

Bachelor's degree in business, education, or related field plus four (4) years of administrative, clinical office, or program management experience, or High school diploma/GED plus eight (8) years of administrative, clinical office, or program management experience required.
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 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. In addition, this position works closely with other Departments to ensure their rotating students have appropriate access.
Performing other duties as assigned.