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Clinical Review:
Program Assistant (Fort Smith, AR) (Ref: 13-053 Program Assistant Fort Smith, AR)

JOB TITLE: Program Assistant

LOCATION: Fort Smith, Arkansas




Responsible for the facilitation, coordination and clerical support of program / contract / grant activities and deliverables. Collaborate with medical and professional staff to accomplish goals within designated time frames.


1. Coordinate schedules for projects taking into consideration contract deliverables, client needs, department workload, resource/capacity constraints and vendor capabilities. Monitor timelines and approaching deliverable dates including quality indicators, data collection, conferences, educational sessions, meetings, memberships, exhibit functions, publication deadlines, special functions, etc. to insure deadlines are met.

2. Schedule, prepare and organize activities such as internal and external business meetings, business trips, travel arrangements and client or third party appointments. Maintain electronic calendars via Outlook.

3. Receive and distribute all correspondence including mail, fax, memos, reports and e-mail. Maintain contact lists to include addresses, phone numbers and e-mail addresses.

4. Compose, proofread and distribute outgoing correspondence, memos, forms, reports, etc.

5. Perform data entry, organize, file and maintain departmental records, manuals and correspondence. Understand and utilize project-tracking software to maintain accurate statistical data.

6. Develop forms and reports used to document, track and report continuing education activity information for submission to accrediting organizations and/or internal use.

7. Answer incoming calls and route to the proper person. Answer questions and take messages when needed. Assist with incoming requests for information. Maintain a database of all calls received and actions taken.

8. Initiate the purchase / request of departmental supplies, obtain appropriate approval and maintain documentation of all transactions. Reconcile invoices through the Accounting/Finance department.

9. Maintain a working knowledge of department / contract deliverables and master list of all project / activities. Collect and update master work plans as assigned or directed.

10. Conduct research and prepare reports and presentations for managerial staff and team members.

11. Create and maintain resource library for department.

12. Complete expense reports and liaison with Accounting / Finance department.

13. Assist in the review, verification, testing and editing of work produced by other staff members as directed.

14. Serve as a backup to other team members as assigned or requested.

15. Adhere to format, content and style guidelines, giving consideration to usability and ensuring accuracy, consistency and quality.

16. Follow AFMC, state and federal protocols regarding data confidentiality/security and HIPAA compliance.

17. Communicate needs and requests to other team members as appropriate.

18. 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 and transport 30 pounds. Must be capable of performing the essential functions of this job, with or without reasonable accommodations.


Required: High School Diploma

Desirable: Associate’s degree or additional education in business


Required: Two (2) years clerical experience


Intermediate skill level with MS Office (Excel, Word, PowerPoint and Outlook)

Type 50 wpm

Good command of the English language and knowledge of punctuation, grammar and spelling are required

Ability to maintain confidentiality

Strong oral and written communication skills


Customer service

Ability to meet deadlines

Attention to detail


Medical terminology

Ability to work collaboratively and independently to achieve stated goals


Ability to relate professionally and positively with staff, business partners, customers, constituents, recipients and the public

Ability to multitask

Ability to prioritize

Strong organizational skills

Problem solving skills


Time management skills

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How to Apply with AFMC

To be considered an applicant for a position, complete the apply online form, which is linked under each job description. AFMC conducts drug and nicotine screens, and background checks post-offer.  Upon receipt of your application, AFMC may send you additional documentation to complete. If your qualifications and experience fit with those required for the position, you may be contacted to arrange an interview. The number of interviews can vary. Also, the position may be filled fairly quickly, or possibly remain open for a few weeks. After a decision has been made, the selected candidate will be called with an offer of employment.

The Fair Credit Reporting Act (FCRA) requires that we obtain a separate written consent from the employee before the report is ordered, and we must give written notice to the employee of his or her right under FCRA. If adverse action is taken based on the report, we must give notice to the employee and allow him or her to obtain a free copy of the report. The employee may then dispute and defend its accuracy. Any substance that contains nicotine will produce a positive result on nicotine tests. In addition to cigarettes, this will include chewing tobacco, snuff, nicotine patch, nicotine gum, cigars, etc. All positive results will render applicant ineligibile for employment at AFMC. Those who are denied employment due to a positive nicotine test may reapply to open positions after a period of six months.


Arkansas Foundation for Medical Care is an equal opportunity/affirmative action employer. It is the policy of AFMC to provide equal opportunity for all qualified persons and to not discriminate against any person/applicant for employment because of race, color, religion, national origin, sex, age, disability, veteran status and/or any other status protected by federal, state and/or local law.

***Special Accommodations: If you have a disability and require a reasonable accommodation in the application and/or testing process, you must notify the AFMC Human Resources Department. Requests may be made in person or by telephone (501) 212-8798, by fax (501) 212-8797, by e-mail or by U.S. mail Attn: Michael Dumas, 1020 West 4th Street, Suite 300, Little Rock, AR 72201.