Overview
Administrative Specialist Jobs in Little Rock, AR at Arkansas Foundation for Medical Care
Title: Administrative Specialist
Company: Arkansas Foundation for Medical Care
Location: Little Rock, AR
This job was posted by https://www.arjoblink.arkansas.gov : For more
information, please see: https://www.arjoblink.arkansas.gov/jobs/4458005
SCOPE OF POSITION:
Assist in the development, facilitation, coordination and administrative
support of activities and deliverables, as assigned. Responsible for
supporting the development, facilitation, coordination, implementation
and evaluation of events and other focused meetings, conferences, and
appointments for assigned area(s). Support the organizations mission,
vision, and values by exhibiting the following behaviors: Honesty,
Excellence Accountability, Respect and Teamwork.
ESSENTIAL JOB FUNCTIONS:
- Provide administrative support services.
- Maintain a working knowledge of department and contract deliverables.
- Build knowledge of activities and functions across AFMC.
- Coordinate and organize team internal and external business meetings,
client or third-party appointments, etc.
- Coordinate and support team meetings, workshops, and seminars, as
directed. Organize, coordinate, and support periodic outreach
presentations and educational programs to facilitate the health care
communitys participation in AFMC activities and projects.
- Assist in the development and achievement of schedules for projects
taking into consideration contract deliverables, client needs,
department workload, resource/capacity constraints and vendor
capabilities.
- Monitor timelines and to ensure deadlines are met.
- Create and store electronic records and maintain quality record
keeping, following internal protocols, and naming conventions.
- Assist with software implementation used to document and archive
records associated with all departmental operations, to include, but not
limited to, continuing education activities, and tracking of new
business opportunities.
- Assist with developing forms and reports for assigned area(s) used for
documentation and monitoring of activity performance, continuing
education, deliverables, and timeframes. Present progress and updates of
project activities to team and all appropriate project staff at
designated time intervals and as requested.
- Assist assigned area(s) in the coordination and development of tools
in collaboration with the project team and communications team.
- Assist with specialized research, create, and maintain resource
library including updated log of all catalog numbers. This research
includes, but is not limited to: journal reviews, face-to-face
interviews, focus groups, internet searches, research for presentation
development and sharing expected.
- Communicate effectively with all internal and external customers.
Developing partnerships with entities recognized as being integral in
meeting project goals. Develop and/or maintain e-groups pertinent to
each relevant group of contacts.
- Collaborate with Admin Support to research team options for business
travel. Support finalizing travel arrangements with corporate travel
coordinators.
- Perform data entry, organize, file and maintain departmental records,
manuals and correspondence.
- Receive and distribute all incoming correspondence including fax,
memos, reports and e-mail.
- Assist with project management
- Use developed project management templates.
- Coordinate and manage task information and evidence gathering, project
participation, measurement, and evaluation.
- Use project-tracking software for reporting purposes.
- Provide excellence in Customer Service:
- Facilitate clear communication across teams.
- Communicate effectively with all internal and external customers.
- Seek and facilitate problem resolution and general assistance or
referral as needed.
- Develop and maintain contact groups for each area(s) of responsibility
and related activity, both internal and external.
- Adhere to format, content and style guidelines, giving consideration
to usability and ensuring accuracy, consistency and quality.
- Assist in coordination of employee relations activities.
- Active participation in Administration Team meetings to address
continuing education, skillset advancement and corporate administrative
needs.
- Maintain knowledge in other areas to assist as needed with the overall
operation of the department.
- Follow AFMC, state and federal protocols regarding data
confidentiality/security and HIPAA compliance.
- Additional duties as assigned.
Physical and Sensory Requirements (With or Without the Aid of Mechanical
Devices):
Mobility, reaching, bending, lifting, grasping, ability to read and
write, ability to communicate with personnel, ability to remain calm
under stress and ability to lift up to 50 pounds. Must be capable of
performing the essential functions of this job, with or without
reasonable accommodations.
EDUCATION:
Required: High School Diploma
Desirable: Associates Degree
EXPERIENCE:
Required: Three (3) years experience in administrative support at a
professional level.
Desirable: Experience in healthcare preferred, project
Coordination/management Experience Preferred.
INTERNET REQUIREMENTS:
Reliable, high-speed wireless internet service (Wi-Fi)
KNOWLEDGE, SKILLS AND ABILITIES:
In
