Administrative Coordinator - Maternal Fetal Medicine

Description

Your passion belongs at UNC Health. Join more than 56,000 teammates working together to improve the health and well-being of the communities we serve across North Carolina.

Summary:
Performs a variety of administrative functions in support of a program or an administrative official in carrying out departmental financial and operating procedures and/or a program's administrative activities.

This position is located on the UNC Chapel Hill campus and will work a hybrid schedule (In office two days per week and one Friday per month).

Work Schedule:

Monday - Friday 8:00am - 4:30pm

Responsibilities:

• Manage the day-to-day administrative operations and coordination of a three-year ACGME-accredited Maternal-Fetal Medicine (MFM) Fellowship Program, ensuring effective program administration and compliance with institutional and accreditation requirements.
• Provide comprehensive administrative support and serve as a primary point of contact for fellows, faculty, program directors, applicants, and other program stakeholders.
• Coordinate fellowship recruitment and applicant tracking activities, including application management, interview scheduling, candidate communications, onboarding, and maintenance of applicant and trainee records.
• Assist with the development and coordination of fellowship curricula, educational activities, conferences, rotations, and academic schedules to support program requirements and trainee needs.
• Support ACGME accreditation and program compliance activities by maintaining required documentation, tracking program requirements, preparing reports, and assisting with accreditation-related processes and deadlines.
• Coordinate administrative processes related to purchasing, purchase orders, subcontractors, and departmental requests while ensuring compliance with University, departmental, and Finance policies and procedures.
• Assist faculty and staff with required forms, documentation, purchasing requests, and reimbursement processes, ensuring requests are submitted to Finance accurately and within established deadlines.
• Provide support for Concur/WebTravel travel requests and expense reports, including preparation, submission, documentation, and follow-up to facilitate timely reimbursement.
• Facilitate approved purchases through BuyCarolina, Travel & Expense (T&E), and P-Card processes; obtain, organize, submit, and maintain required receipts and supporting documentation.
• Review purchases for compliance with UNC and departmental policies and procedures prior to processing, with particular attention to P-Card requirements and allowable expenditures.
• Reconcile P-Card transactions through the Bank of America Works/Worx system by designated deadlines and resolve discrepancies in collaboration with Finance.
• Monitor and maintain accurate financial and administrative records related to program operations, purchases, reimbursements, travel, and departmental expenditures.
• Review monthly Continuing Medical Education (CME) reports for accuracy, identify discrepancies, and collaborate with Finance to facilitate timely resolution.
• Administer CME allotments for faculty and staff, maintain accurate allotment records, and monitor expenditures against approved limits.
• Maintain current knowledge of CME policies, procedures, and allowable expenses and provide guidance to faculty and staff regarding eligible purchases and reimbursement requirements.
• Communicate proactively with faculty, staff, fellows, and university administrative departments to facilitate timely completion of administrative, financial, educational, and compliance-related activities.
• Maintain organized and accurate electronic and paper records while ensuring confidentiality, accessibility, and compliance with institutional requirements.
• Coordinate multiple competing priorities, deadlines, and administrative processes in a fast-paced academic medical environment while providing high-level support to faculty, trainees, and program leadership.

Other information:
Education Requirements:
* High school diploma or GED required; higher-level degree may satisfy this requirement.
Licensure/Certification Requirements:
* No licensure or certification required.
Professional Experience Requirements:
* Three (3) years of clerical or administrative experience.
* If Bachelor's degree, one (1) year ofclerical or administrative experience.
* If Associate's degree, two (2)years of clerical or administrative experience.
Knowledge/Skills/and Abilities Requirements:

Legal Employer: STATE

Entity: UNC Faculty Physicians

Organization Unit: SOM Ob/Gyn

Work Type: Full Time

Standard Hours Per Week: 40.00

Salary Range:$20.74 - $29.52 per hour (Hiring Range)

Pay offers are determined by experience and internal equity

Work Assignment Type: Hybrid

Work Schedule: Day Job

Location of Job: US:NC:Chapel Hill

Exempt From Overtime: Exempt: No

This is a State position employed by UNC Health Care System with UNC Health benefits. If, however, you are presently an employee of another North Carolina agency and currently participate in TSERS or the ORP, you will be eligible to continue participating in those plans at UNC Health.

Qualified applicants will be considered without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, status as a protected veteran or political affiliation.

UNC Health makes reasonable accommodations for applicants' and employees' religious practices and beliefs, as well as applicants and employees with disabilities. All interested applicants are invited to apply for career opportunities. Please email applicant.accommodations@unchealth.unc.edu if you need a reasonable accommodation to search and/or to apply for a career opportunity.