Administrative Officer

Uconn Health   Farmington, CT   Full-time     Administration / Clerical
Posted on January 24, 2024
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Excellence, Teamwork, Leadership and Innovation. These values define UConn Health. We are looking for team members that share these same values. Our top-rated organization is looking to add a full time Administrative Officer to the Connecticut Area Health Education Center (AHEC) Network in the School of Medicine. This is a full-time grant funded position located in Farmington, CT.

Interested applicants may apply at Career Opportunities at UConn Health:
https://jobs.uchc.edu/CSS_External/CSSPage_Referred.ASP?Req=2024-415

PURPOSE OF CLASS:

At the UCHC, this class is accountable for independently performing a full range of administrative, financial office management and supervisory functions in the coordination of diverse office activities. This position directly provides the departments administration of the Student Loan Repayment Program.

SUPERVISION RECEIVED:

Receives administrative direction from Director and Associate Director

SUPERVISION EXERCISED:

Directs the office staff and other staff as assigned.

EXAMPLES OF DUTIES:

  • Monitor and track SLRP compliance with CT DPH standards; creates long and short-term programmatic goals, highlights compliance issues, recommends solutions, continuously collects quantitative and qualitative data, prepares, and analyzes data, measures outcomes, provides normal statistical analyses as necessary and creates reports.
  • Work in conjunction with CT AHEC senior leadership to create strategic plans for continuous quality improvement initiatives, taskforce action plans, and the resolution of citations or areas of concern. Researches, collects and analyses data to support initiatives, to track progress on citations or areas of close monitoring, and to monitor compliance with standards; offers solutions, drafts reports and responses.
  • Create policies and procedures for the administration of SLRP in conjunction with institutional and funder requirements. Responsible for SLRP Policies and Procedures manual for facilities and loan applicants and for keeping all policy manuals for all. Trains staff on relevant programmatic requirements for policy and accreditation compliance. 
  • Maintenance of ongoing databases of all relevant accreditation data including but not limited to: field strength monthly reporting, applicants, facility site visits, default, etc.
  • Manage staff of the SLRP unit; works directly with Procurement and Contracts, Research Finance, Legal Counsel, Communications and Governmental Relations to develop program initiatives, monitors completion of goals, compliance to regulations and collects and analyzes data related to SLRP policies and funders.
  • Collaborate with the residency program leadership and department chairs, partner agencies, and CT DPH to provide current and projected CT AHEC SLRP readiness, including necessary documentation of compliance to HRSA and ARPA funding.
  • Maintain a central location and archive for all SLRP materials, reports, and correspondence.
  • Working with the CT AHEC leadership, maintains/provides oversight of the budget for the SLRP and required CT DPH invoicing, approving purchases, payment and expenditures for relevant funds. Works with CT AHEC leadership to set budgets each fiscal year to support SLRP activities and personnel.
  • Manage operationalizing required reporting submissions and site visits; works with key stakeholders to gather required data and information, organizes, oversees, and participates actively in recruitment and retention efforts of loan repayers, steering committees and task forces.
  • Oversees and coordinates institutional self-studies; including collecting and reviewing data about the SLRP its educational programs, identifying both institutional strengths and challenges that require attention and defining strategies to ensure SLRP recruitment/retention of clinician strengths are maintained, and any challenges are successfully addressed.
  • Serve as writer and editor of submission materials, follow-up materials and interim monitoring reports. Coordinates all activities related to submission of materials for accreditation, updates to submission materials, interim reports and continuous monitoring.
  • Organize logistics of SLRP site visits, overseeing staff and assigning job duties including arranging meetings spaces, catering, managing invites for key stakeholders, arranging travel and accommodations, processing reimbursements, contracting for consultants.
  • Create SLRP visits agendas, creates binders of required materials, and gathers all related documents required to be present at site visits. Acts as a liaison during site visit to ensure visit remains on schedule and required materials are available to reviewers.
  • Act as a liaison to communicate on a professional level with funders and institutional leadership (i.e., Board of Trustees, EVP/Dean School of Medicine, etc.) as necessary. Oversees staff managing the SLRP website and insures it is current and accurate.
  • In consultation with CT AHEC leadership provides oversight and support educational/skills support of SLRP personnel.
  • Manage staff support, including timelines as necessary to departments, partner agencies and contractors. Oversees staff attendance providing KRONOS and SABA sign off and provides 6 month and annual evaluations.
  • Create and oversee timelines and follow up documentation to the individuals/agencies.
  • Represents the CT AHEC leadership team at internal and external meetings.
  • Provides public speaking/formal presentations about the SLRP at large group (in person and virtual) meetings.
  • Other duties as required.

MINIMUM QUALIFICATIONS REQUIRED

KNOWLEDGE, SKILL AND ABILITY:

Considerable knowledge of office administration and management; considerable knowledge of department and/or unit policies and procedures; accounting/budgeting skills; considerable interpersonal skills; oral and written communication skills; considerable ability to read, interpret and apply complex materials; ability to operate office equipment which may include work processors, computer terminals or other automated equipment; ability to schedule and prioritize work flow; supervisory ability.

EXPERIENCE AND TRAINING

General Experience:

Seven (7) years’ experience in an academic administrative position which included financial management responsibilities and/or grants management.

PREFERRED QUALIFICATIONS

  • Considerable knowledge of office administration, management, quality improvement and performance experience.
  • Excellent oral and written communication skills.
  • Attention to detail, ability to interpret analyze and apply complex materials.
  • Experience with leadership of teams that includes accountability, training, problem solving, quality improvement and coordination with other teams (internal and external).
  • Willingness to travel to SLRP facilities, CT DPH, contractors throughout the state.
  • Experience with higher education financial aid and/or funding.
  • Experience with student loan requirements, submissions, and site visits.
  • Experience with monitoring, management of federal and/or state contracts and agreements, documentation requirements, submissions, and conducting site visits.
  • Experience with public speaking/formal presentations in-person and virtual for large groups.

Substitution Allowed

Bachelors Degree and three (3) years experience in an academic administrative position which included financial management responsibilities and/or grants management.

SCHEDULE: 40-hour work week. Monday through Friday, 9:00 a.m. to 5:30 p.m. 

Why UConn Health

UConn Health is a vibrant, integrated academic medical center that is entering an era of unprecedented growth in all three areas of its mission: academics, research, and clinical care. A commitment to human health and well-being has been of utmost importance to UConn Health since the founding of the University of Connecticut schools of Medicine and Dental Medicine in 1961. Based on a strong foundation of groundbreaking research, first-rate education, and quality clinical care, we have expanded our medical missions over the decades. In just over 50 years, UConn Health has evolved to encompass more research endeavors, to provide more ways to access our superior care, and to innovate both practical medicine and our methods of educating the practitioners of tomorrow.

University of Connecticut schools of Medicine and Dental Medicine in 1961. Based on a strong foundation of groundbreaking research, first-rate education, and quality clinical care, we have expanded our medical missions over the decades. In just over 50 years, UConn Health has evolved to encompass more research endeavors, to provide more ways to access our superior care, and to innovate both practical medicine and our methods of educating the practitioners of tomorrow.