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Closing Date:
02/14/2025
Type of Position:
Professional Staff - Fiscal Affairs
Job Type:
Regular
No
Institution Name:
University of Arkansas for Medical Sciences
The University of Arkansas for Medical Sciences (UAMS) has a unique combination of education, research, and clinical programs that encourages and supports teamwork and diversity. We champion being a collaborative health care organization, focused on improving patient care and the lives of Arkansans.
UAMS offers amazing benefits and perks (available for benefits eligible positions only):
- Health: Medical, Dental and Vision plans available for qualifying 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
Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening. To apply for the position, please click the Apply link/button.
The University of Arkansas is an equal opportunity institution. The University does not discriminate in its education programs or activities (including in admission and employment) on the basis of age, race, color, national origin, disability, religion, marital or parental status, protected veteran status, military service, genetic information, or sex (including pregnancy, sexual orientation, and gender identity). Federal law prohibits the University from discriminating on these bases. Questions or concerns about the application of Title IX, which prohibits discrimination on the basis of sex, may be sent to the University's Title IX Coordinator and to the U.S. Department of Education Office for Civil Rights.
Persons must have proof of legal authority to work in the United States on the first day of employment.
All application information is subject to public disclosure under the Arkansas Freedom of Information Act.
For general application assistance or if you have questions about a job posting, please contact Human Resources at askrecruitment@uams.edu.
Department:
IA | Gifts & Records Mgmt
Department's Website:
giving.uams.edu
Summary of Job Duties:
The Administrative Coordinator II will provide gift processing and administrative support for the Foundation Administration team within Institutional Advancement. This position works with all areas of Institutional Advancement. With the goal of providing the best possible customer service to both internal and external stakeholders, this position functions with a high degree of professionalism, independence, and organization to ensure efficient and continued coverage of administrative needs.
Qualifications:
Minimum Qualification:
- Bachelor's Degree PLUS two (2) years of experience in administrative support OR Associates Degree PLUS four (4) years of experience in administrative support OR High School Diploma/GED PLUS six (6) years of experience in administrative support
Preferred Qualification:
- Business Degree in related field.
Special knowledge, abilities and skills:
- Ability to solve problems and work independently. Works daily with all staff, other departments, donors and others.
- Ability to follow oral instruction, read and write.
- One year of related experience working with information systems or data systems.
- Experience with Outlook and Microsoft Office software – Word and Excel required. Excellent communication skills (written and oral). Excellent computer skills and ability to learn computer programs.
Additional Information:
Additional Information:
- Responsible for inventory of copy paper, letterhead, and envelopes for the Institutional Advancement office
- Work on special projects
- Serve as a resource and point of contact for staff inquiries, communicating with Foundation Administration staff as needed
- Answer and transfer inbound calls for Institutional Advancement in a professional and efficient manner
- Process invoices and reimbursements through the Foundation Funds Tracking and Administration (FFTA) system and the UAMS Procurement System (Workday)Track submission of invoices and reimbursements to ensure timely payment to vendors.
- Keep informed of current procedures and allowable expense items for both the UAMS Procurement System (Workday) and the Foundation Funds Tracking and Administration (FFTA) system.
- Work directly with new and current vendors through the PaymentWorks system to create vendor accounts and/or edit vendor information for use in the UAMS Procurement System (Workday).
- Receive, sort, and distribute Institutional Advancement mail
- Process donor gifts and prepare gift for batch entry, including research of donor information utilizing Affinaquest donor records software, ensuring the gift is deposited into the correct foundation account
- Confirm matching gifts from various companies
- Deposit checks using Remote Deposit Device
- Prepare credit card reports to be sent to the Foundation biweekly for bank review
- Assist with quality control by scanning all donor documentation, deposits, batches, letters, and gift agreements into Application Extender, indexing documentation as needed
- Finalize and mail gift and tribute acknowledgement letters from Institutional Advancement
- Prepare and distribute biweekly and monthly gift reports to various departments across campus so additional acknowledgements can be sent out
- Monitor the Foundation financial ledger (Blackbaud) to confirm all gifts we are processing in Affinaquest are being posted to the ledger accurately
Salary Information:
Commensurate with education and experience
Required Documents to Apply:
Resume
Special Instructions to Applicants:
Recruitment Contact Information:
Please contact askrecruitment@uams.edu for any recruiting related questions.
All application materials must be uploaded to the University of Arkansas System Career Site https://uasys.wd5.myworkdayjobs.com/UASYS
Please do not send to listed recruitment contact.
Pre-employment Screening Requirements:
Criminal Background Check
This position is subject to pre-employment screening (criminal background, drug testing, and/or education verification). A criminal conviction or arrest pending adjudication alone shall not disqualify an applicant except as provided by law. Any criminal history will be evaluated in relationship to job responsibilities and business necessity. The information obtained in these reports will be used in a confidential, non-discriminatory manner consistent with state and federal law.
Constant Physical Activity:
Manipulate items with fingers, including keyboarding, Sitting
Frequent Physical Activity:
Hearing, Talking
Occasional Physical Activity:
Crawling, Crouching, Driving, Grasping, Kneeling, Lifting, Reaching, Standing, Stooping, Walking
Benefits Eligible:
Yes
