Arkansas children's Administrative Support Manager (5 yrs healthcare administrative management exp req), Mon-Fri 8am-5pm in Little Rock, Arkansas
CC017620 UAMS Contract - General
The Administrative Support manager has oversight of all administrative functions in surgery offices. The manager is responsible for appropriately staffing each surgical office as needed based on both volume and number of surgeons. The manager oversees all administrative functions within surgical offices across ACH to include patient scheduling for surgery, fellowship program management, research management, coordination with clinic directors for template changes, and general administrative support of academic faculty members for their academic pursuits of research, education and outreach. Reviews, analyzes and reconciles all expense accounts. Assists with the preparation and maintenance of all section budgets (e.g., annual, grants, contracts). Reviews and reconciles monthly budget reports. Supervises administrative staff and oversees training, work assignments and conducts employee evaluations. Maintains contract billings, equipment purchases, and contract payments. Performs other duties as assigned. Manager work in collaboration with the hospital leaders of surgery services to include: orthopedics, plastics, general, trauma, burn, urology, dermatology, neurosurgery, otolaryngology, cardiovascular surgery, and other procedural related services.
Required Work Experience:
Recommended Work Experience:
PRIMARY DUTIES AND RESPONSIBILITIES
- Management and Financial Responsibility
Assist surgical service chiefs and all faculties with budget related issues during the fiscal year and prepares for the next fiscal year.
Responsible for having a working knowledge of all active service accounts.
Maintains oversight of all expenses related to administrative functions of service, educational funds, research funds, discretionary funds. Processes and manages all regular and purchase requests/orders, follows-up on any outstanding invoices or balances.
Reviews and reconciles monthly budget reports
Communicates with UAMS and ACH accounting as needed.
Orders equipment and office supplies. Maintains copy machines, fax machines, and telecommunication services and equipment.
Orders equipment and office supplies.
Manages section assets (i.e. property inventory, property transfer, maintains up to date records).
Assists service chief and other faculty members as needed in regard to budgetary/accounting activities and is fully competent in the use of spreadsheets and databases.
- Faculty Support:
Oversees the appropriate staffing in each surgical service to maintain a high level of administrative service to each academic and clinical service chief and faculty.
Provides administrative support and coordination services for training activities.
Assists faculty members in the section as needed in regard to their research, educational, clinical, and administrative activities. This includes but not limited to, assistance with the manuscript preparation, development of educational/clinical materials, travel arrangements, and updating faculty information in the institutional data bases.
Ensures cross functional training plan exists to cover each service during times of employee absence
Works with surgical chiefs to determine the best staffing plan in assigning work to each assistant which includes, coding, surgery scheduling, patient phone calls, and general administrative work.
- Supervises/Coordinates Staff:
Responsible for supervising and coordinating other administrative staff within the section including work assignments.
Works in conjunction with ACH and UAMS leaders with regard to recruiting and training of new hires and transfers as well as providing feedback on their job performances.
Interviews and hire new staff, helps with training plans, orientation, and ongoing evaluation of employees.
Keeps current job descriptions on staff and maintains current records on all faculty and administrative staff to include copies of licenses, medical liability certificates, TB skin testing, HIPPA/IRB trainings, Safety and Compliance trainings, CV's, and other certifications-obtaining updates as needed.
Serves as a liaison for the Surgical Service Section with all UAMS and ACH departments in addition to daily communications with internal/external physician's offices and vendors.
Assists with faculty and fellow recruitment activities as well as coordinates residency rotations and fellowship training programs in coordination with the GME programs at UAMS.
Maintains good communication with all employees identifying problem issues as well as potential solutions, and makes appropriate recommendations.
Coordinates meetings with staff and initiates needed changes within service.
Assigns staff to takes and maintains minutes for all related hospital meetings.
Organizes the file system for the section.
Helps ensure that the employees follow policies and procedures.
Conducts annual evaluations of staff
Oversees and approves payroll for administrative staff.
- Required - Bachelor's degree from four-year college or university - Field of Study: Business, Accounting, or Administrative Management , or Or four years related experience and/or training; or equivalent combination of education and experience.
- Required - 5 years total experience required, which includes 5 years of Healthcare administrative management experience
CERTIFICATION / LICENSE / REGISTRY REQUIREMENTS
- This position has no Certification/License/Registry requirements
Required - Ability to follow oral instruction.
Required - Abliity to read and write.
Required - Proficient in typing.
Required - Knowledge of fiscal management/budgetary practices and procedures.
Required - Ability to analyze financial data in order to assist in planning.
Required - Ability to prepare reports and direct maintenance of records.
Lifting/Pushing/Pulling Weight Up to 10 pounds
Lifting/Pushing/Pulling Weight Up to 25 pounds
Lifting/Pushing/Pulling Weight Up to 35 pounds
Noise Level Noise Level
Physical Activity Climb or balance
Physical Activity Reach with hands and arms
Physical Activity Sit
Physical Activity Stand
Physical Activity Stoop, kneel, crouch, crawl, twist, or bend
Physical Activity Talk or hear
Physical Activity Use hands to touch, handle, or feel
Physical Activity Walk
Physical Environment Elevated surfaces or equipment (including ladders, lifts, scaffolding)
Physical Environment Fumes or airborne particles
Physical Environment Inside Office Environment / conditions
Physical Environment Outdoor weather conditions
Physical Environment Risk of radiation
Physical Environment Slippery or uneven surfaces
Physical Environment Wet or humid conditions (non-weather)
Physical Environment Work in a confined area
Physical Environment Work in high, precarious places
Physical Environment Work near moving mechanical parts
Safety Sensitivity This position has been designated as safety sensitive.
Arkansas Children’s is the only health system in the state solely dedicated to caring for children, which allows our organization to uniquely shape the landscape of pediatric care in Arkansas. Our system includes two hospitals, a pediatric research institute, a foundation, and several clinics across the state. For more than a century, Arkansas Children’s has continuously evolved to meet the unique needs of the children of Arkansas and beyond.
Our team members are focused on fulfilling a promise to define and deliver unprecedented child health. We are also united by a mission: We champion children to make them better today and healthier tomorrow.
Arkansas Children’s Hospital is among the elite 6 percent of hospitals globally that have Magnet Status (https://www.archildrens.org/about-us/magnet-recognition) . Our health system includes a 336-bed hospital in Little Rock with the state’s only pediatric Level 1 Trauma Center, burn center, Level 4 neonatal intensive care and pediatric intensive care, a research institute, and nationally recognized transport service. We are nationally ranked by U.S. News World Report in four specialties: (2021—2022): Cardiology & Heart Surgery, Nephrology, Pulmonology and Urology.
A sister campus, Arkansas Children’s Northwest, opened in February 2018, bringing 233,613 square feet of inpatient beds, emergency care, clinic rooms and diagnostic services to children in that corner of the state.
Generous philanthropic and volunteer engagement has sustained Arkansas Children's since it began as an orphanage in 1912, and today ensures the system can deliver on its promise of unprecedented child health.
Arkansas Children's provides equal employment opportunity to all persons without regard to age, race, color, religion, national origin or citizenship status, disability, military status, sexual orientation, gender identity or expression, pregnancy or any other category protected by federal, state and local laws. Further, Arkansas Children's will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.
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