• Office Manager - Medical

    Posted Date 1 week ago(7/6/2018 11:22 AM)
    Requisition ID
    Position Type
    Regular Full-Time
    COM Peds Infectious Diseases Admin
    Post End Date
  • Overview

    The Medical Office Manager effectively assesses and coordinates all administrative staff responsibilities as well as the day-to-day administrative operation for the Section/Sections.  With the goal of providing the best possible service to both internal and external stakeholders, patients, and families, this position functions with a high level of professionalism, independence and organization to ensure efficient and continual coverage of administrative needs.


    UAMS offers amazing benefits and perks:

    • Health: Medical, Dental and Vision plans available for 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

    Salary: Negotiable


    Supervise/Coordinate Staff and administrative functions:  Supervise office staff and manage/coordinate employees’ schedules and leave requests, and change responsibilities as needed to ensure continual administrative coverage for the Section.   Ensure that staff are cross-trained to ensure continuous customer service, both internally and externally.  Process all travel for faculty and staff.  Maintain good and open lines of communication with all employees within the Section and promptly address problems as they arise and provide proactive solutions.  Keep current job descriptions on staff and maintains current records on all faculty and clinical staff  including, but not limited to copies of licenses, medical liability certificates, TB skin testing, HIPAA/IRB trainings, Oversee time sheets and manage leave requests for staff and faculty to ensure accurate and timely submission and approval.  Evaluate job performance of administrative staff.  Manage and maintain physician calendars as needed or requested and serve as the primary contact for the Section Chief when meetings need to be organized or scheduled. Work directly with faculty recruitment coordinator on the creation and coordination of faculty candidate visits.  Attend ongoing professional development training sessions and coordinate appropriate and ongoing training for direct reports.  


    Budget/Purchasing Duties:  Assists Section Chief, Practice Director, and Peds Finance with budget related issues during the fiscal year.  Maintains budgets regarding all items hitting the UAMS and ACH discretionary accounts, manages all blanket purchase orders, and requisitions promptly following-up on any outstanding invoices, balances, or encumbrances.  Review, analyze and reconcile faculty discretionary accounts. Review and reconcile monthly budget reports.  Appropriately pay bills or submit reimbursements in a timely manner for items including but not limited to travel, cell phones, pagers, renewal of subscriptions or professional memberships.  Direct purchases through appropriate accounts. Manage section assets and maintain up to date records.  Organize office moves as necessary when new faculty and staff are hired.  Track M&O expenses on all contracts to make sure all are properly coded to ensure reimbursement for all contract-related expenses.  For research-related activities, communicate monthly with faculty and staff who have effort on grants to ensure accurate reporting of changes in effort.


    Human Resources:  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.


    Other duties as assigned by Practice Director, Section Chief or Peds Administration


    Bachelor's degree plus 3 years of medical office and supervisory experience OR High School diploma/GED plus with 7 years of medical office and supervisory experience required.


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

    Physical Requirements

    Stand: Frequently
    Sit: Frequently
    Walk: Frequently
    Bend, crawl, crouch, kneel, stoop, or reach overhead: Frequently
    Lift, push, pull, carry weight: 11 - 25 lbs
    Use hands to touch, handle, or feel: Continuously
    Talk: Frequently
    Hear: Frequently
    Taste or smell: Occasionally
    Read, concentrate, think analytically: Continuously
    Physical Environment: Inside Medical Facility Environment, Inside Office Environment
    Noise Level: Moderate
    Visual Requirements: Color discrimination, Depth perception, Far visual acuity, Near visual acuity
    Hazards: None


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