Office Manager (U) - Southern Illinois University School of Medicine : Job Details

Salary: $19.97 - $21.97 Hourly Location : Springfield, IL Job Type: Civil Service Job Number: 2400118 Department: Internal Medicine-SMS Division: Cardiology Opening Date: 08/23/2024 Closing Date: 11/25/2024 2:00 PM Central FLSA: Determined by Position Bargaining Unit: AFSCME Local 370 Shift: Days ExemptorNon_Exempt: Non-Exempt Description The primary function of this position is to carry out the administrative functions of the Divisions with an extensive knowledge of the organization, programs, policies, and procedures of the institution. This position also performs advanced secretarial, administrative and managerial duties for the Division Chiefs, faculty and staff of the Division of Cardiology and the Division of Infectious Diseases in the Department of Internal Medicine. This position provides secondary support for the 4th floor MMC office support pod including Gastroenterology. Examples of Duties Administrative 100% 1. Coordinates pod projects, meetings, and conferences, and monitors and expedites progress. 2. Organizes and reviews the work of the pod support staff and participates in their training. 3. Makes cost estimates and comparisons for goods and services; independently makes general supply purchases and researches products, obtains quotes and makes purchasing recommendations for higher cost items 4. Maintains awareness of organizational activities of importance and impact to Chief. Initiates and coordinates scheduling of appointments. These appointments include interdivisional meetings, departmental meetings, lectures, conferences, visiting professorships and faculty candidates to Division. This person also coordinates scheduling appointments for other faculty members as well as their lectures, meetings and other conferences. 5. Assists with coordinating regional, national and international travel for the Chief and other members of the Division. 6. Attends meetings as a delegate for the Division Chiefs or designated members of the Divisions/Department. 7. Answers incoming calls and handle routines items or appropriates to the Division in a professional manner. Telephone contact includes patient calls, visiting health agencies, insurance representatives, etc. which are then transferred to the appropriate locations. 8. Opens and reviews mail, selects and responds independently within the scope of responsibility allotted and provides drafts of responses and/or relevant documentation for the remainder. Participates in secretarial rotation of sorting mail for department. 9. Composes and/or transcribes correspondence, memoranda, editorial reviews, manuscripts and/or abstracts for research, publication/and/or presentation, confidential legal and medical correspondence and reports. 10. Coordinates composition and development of slides required by the faculty. 11. Forwards all faculty absence requests to the Division Chief's office. Prepares absence requests for and distributes to appropriate SIU personnel per the department and HC policy. 12. Complies, summarizes, organizes and distributes educational material and resources for faculty, residents and medical students and distributes such material. This includes the intensive 6-week educational needs - scheduling clinics, lectures and mentorship of 2nd Year Medical Students. There is a special emphasis on third year medical students who do a clerkship in Internal Medicine. 13. Assists in coordinating faculty recruitment for the Division. Plans itineraries, distributes appropriate information, executes the interviewing process for candidates and provides support to ensure smooth operation of the visit. 14. Organizes and maintains a filing system which includes administrative records, confidential material, and all other records as needed by the Chief. 15. Assists with edits, requested by providers, in preparing dossiers for promotion and tenure. 16. Provides administrative support for projects which deal with sensitive issues and need confidential handling, i.e., faculty tenure, production, dossiers, resident evaluations, faculty evaluations, and patient medical records. 17. Provides support for research personnel including back up for study related calls. This assistance includes, but is not limited to extensive research assignments, travel arrangements, voucher expenses, and correspondence. 18. Notifies nurse and appointment/reception area of clinic rearrangements due to physician's schedule. Qualifications

High school diploma or equivalent.

Two (2) years (24 months) of work experience comparable to the third level of this series.

Supplemental Information If you require assistance, please contact the Office of Human Resources at or call 217-###-#### Monday through Friday, 8:00am-4:30pm. The mission of Southern Illinois University School of Medicine is to optimize the health of the people of central and southern Illinois through education, patient care, research and service to the community. The SIU School of Medicine Annual Security Report is available online at This report contains policy statements and crime statistics for Southern Illinois University School of Medicine in Springfield, IL. This report is published in compliance with Federal Law titled the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act. Southern Illinois University School of Medicine is an Affirmative Action/Equal Opportunity employer who provides equal employment and educational opportunities for all qualified persons without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, protected veteran status or marital status in accordance with local, state and federal law. Pre-employment background screenings required. Paid time off: Includes 13 paid holidays per year. Accrual rates vary based on employment type and years of servicePaid sick time: Use for personal illness, doctor visits, or if your immediate family members fall illHealth, Dental, and Life insuranceOptional life insurance: Your spouse and dependents can enroll in State term life and university-sponsored term life insurance.Prescription: Plan participants enrolled in any state health plan have prescription drug benefits included in the coverage.Long-term Disability InsuranceFlexible spending accounts: Optional, IRS tax-favored program that enables you to stretch medical expenses and dependent care dollarsVoluntary retirement accounts: Optional plans include the State of Illinois Deferred Compensation Plan (457) and Tax Deferred Annuity (403b).Tuition Waiver/Tuition Reimbursement: Continue your graduate or undergraduate education with the help of tuition waivers or tuition reimbursementLeaves of absence: Includes FMLA and Extended Sick Leave Benefits for qualified employeesEmployee Assistance Program: Access free and confidential support, including counseling services, and information during difficult timesFor more information please visit