Project Specialist

Each purchase or travel request should be preapproved by the project specialist for fund availability prior to entering the request into any system for approval (e.g. SAP, eRequest, FFTA, UBuy). Manage and process the noncapital purchases using various systems including but not limited to SAP, eRequest and UBuy. Follow purchase orders to insure three component completion. Analyze various SAP Reports for compliance with requisitions and purchase orders. Oversee the division’s inventory and complete all necessary tracking and paperwork required by UAMS or ACH. Insure all transactions are conducted in accordance with UAMS and ACH policies. Manage division’s petty cash fund.

25% Coordinate New Hire Process, Onboarding, Off boarding, and Evaluations

Plan and coordinate the hiring process steps for new employees using various systems (e.g. MyCompass, SAP, JFR and ESS). Work with project managers, directors and other leadership to develop and implement onboarding processes for all new hires (e.g. faculty, staff, trainees and others). Maintain personnel files. Under the direction of the division leadership, implement and execute any needed coaching/counseling documentation up to and including termination.

Work with leadership in the division to prepare and coordinate evaluations for all non-faculty positions. Insure all exiting employees return property belonging to the institution (e.g. computers, books, badge, parking decal, iPad) and complete the paperwork for HR.

20% Travel Administrator

Coordinate travel from initial setup to processing reimbursements in the appropriate system for faculty and staff who will travel on University or Arkansas Children’s business in accordance with UAMS and ACH policies and follow best practices. Responsible for the Business Travel Account (BTA) including but not limited to transferring the account to employee’s name and monthly reconciliation of expenditures.

10% Payroll & Incentive Pay

Manage payroll for the Pediatric Division of Anesthesiology. Access the scheduling system and leave order documentation to update leave and work hours for payroll including but not limited to sick, CEAL, FMLA, holiday and vacation hours for payroll submission to UAMS. Access the scheduling system (e.g. SpinFusion) for provider payroll exceptions. Work to oversee the program coordinator to insure all excess time is entered appropriately in the scheduling system so clinical incentives and excess duty pay will be paid out timely and accurately.

10% Coordinate Foundation & Chair Purchases

Access FFTA to create PAR from UAMS Foundation Accounts. Work in conjunction with the Pediatric Anesthesiology Division Leadership and ACH approvers to plan, coordinate and execute the expenditures from the Endowed Chair and Hospital Based In Chief accounts at ACH. Prepare and disseminate financial reports as requested.

10% Other – Other duties as assigned

Budget Responsibility:

Responsible for monitoring expenditures and maintaining the division budget. Prepare educational fund reports as requested for the Chief, Hospital Based In Chief, Pediatric Anesthesiology Administrator and providers. Prepare other financial and fiscal reports as requested. Other financial duties may be required.

Position Supervises/Leads:

Direct: Clerical staff, under the supervision of the Pediatric Anesthesiology Administrator

Indirect: Others varying dependent upon project needs and scope

Problem Solving/Accountability/Independence:

Significant financial accountability: required to maintain financial records and monitor expenditures

Must perform administrative duties independently: review/answer correspondence; attend staff meetings and assist in development and implementation of office procedures necessary to meet department objectives; assist in monitoring office activities, workflow and reports to supervisor; assist in interviewing/hiring/training and resolving job related problems and other administrative and purchasing duties as directed. Responsible for professional communication. Ability to solve problems with minimal direct supervision. Must be able to suggest and implement ways to maintain efficiency and improve operating procedures within the division.

Decision Making:

Attention to detail and deadlines; prioritizing duties.

Interaction:

Serves as the primary point of contact and liaison for the division.

Must possess excellent communication skills, both verbal and written.

Customer Service: Interacts with and assists the public in a professional and friendly manner as needed. Demonstrates effective communication skills; communicates accurate and complete information; maintains strict confidentiality when necessary. Demonstrates positive working relationships with co-workers, management team, and ancillary departments; follows the Core Concepts of Patient and Family Centered Care and the Basic Code of Conduct Guidelines. Assist internal and external stakeholders as needed with exceptional customer service.

Qualifications
Required Qualifications:

Bachelor’s Degree plus 5 years of administrative experience in an office setting with accounting responsibilities is OR High School diploma/GED plus 9 years of administrative experience in an office setting with accounting responsibilities required. Must have excellent computer skills. Proficient in Microsoft Office (i.e. Outlook, Word, Excel, Access) is required. Must have excellent communication skills and must be able to bend, lift, sit for prolonged periods.

Preferred Qualifications:

• Five years of administrative experience in a healthcare office setting with direct interaction with providers.
• Human resources certification, Accounting certification or Payroll certification.
• SAP Purchasing and Travel
• Payroll & Timekeeper experience
• REDCap (Research Electronic Data Capture)

Salary: Negotiable

UAMS is an inclusive Affirmative Action and Equal Opportunity Employer of individuals with disabilities and protected veterans and is committed to excellence.