Administrative Aide

SIU Medicine; Springfield (IL); On-site; USD 50,000 - 70,000; Full time

Job summary

SIU Medicine in Springfield, IL seeks an experienced administrative professional to support SIU HealthCare Core office operations and leadership with clerical, scheduling, and billing tasks. You will draft correspondence, manage calendars, arrange travel, process payroll and purchasing records, and help coordinate HR actions while ensuring compliance with university and government policies.

This role requires strong organizational skills, discretion with confidential information, and the ability

Qualifications

• High school graduation or equivalent.
• Five years of progressively more responsible general or specialized office experience including supervising staff.
• Ability to prepare memos, letters, meeting minutes, reports, and maintain calendar and filing systems.

Responsibilities

• Advise and provide executive support to the COO, CMO and SIU HC leadership.
• Provide secretarial/clerical support for COO/CMO and leadership; schedule meetings and manage records.
• Coordinate travel arrangements for SIU HC leadership and staff.
• Assist with internal billing for SIU HC Directors and Core offices.
• Maintain electronic personnel files and monitor asset categories and inventory.

Skills

Executive support

Calendar management

Travel coordination

Payroll processing

Clerical support

Education

High school diploma

Business/Finance/Accounting coursework

Bachelor's degree (preferred)

Tools

Microsoft Office

Job description

This position isresponsiblefor the SIU HealthCare (SIUHC) Coreoffice operationsandtheadministrative,office,andclerical support toSIUHCManagement
Administrative and Fiscal75%

1. Advise and provide executive support to the COO, Chief Medical Officer (CMO) and other SIU HC leadership and management.

1. Provide general secretarial and/orclericalsupport fortheCOO, CMOandotherSIU HCleadershipandmanagement.Typememos, letters,meetingminutes, reports,etc.; schedulesandcoordinatesmeetings,reviewsandedits record anddocuments, maintains calendarofoperatingandadministrativecommitments, maintains filing systems, prioritizesofficemailandfaxes,andperformsotherdutiesas designated.
2. Assures compliancewith university andgovernmentpolicies,including but not limitedtotravel,purchasing cards, and other transactions.
3. Screens calls andvisitor(s) for the SIU HC Coreoffice, determines needs andpersonallyhandlesroutine inquires,requestsor problems. Assist with any patient complaint calls as needed.

1. Coordinate and make all travel arrangements for the COO, CMO, and/or SIU HC leadership and staff.

1. Assist with internal billing for SIU HC Directors and Core offices.

1. Operate as the liaison between Administration, the Dean’s & Provost Office, Departments (Clinical Chairs & Administrators), outside vendors/contacts, etc.

1. Assist with monitoring need and distribution of asset tags. Assists with annual inventory for SIU HCCore office.

1. Assists with composing correspondenceandreportsthatrepresentthe COO, CMO, Directors and staff’spositions,requiring extensive knowledgeof the activitiesoftheadministrationdepartment.
2. Anticipates andresponds to the detailed officesupport needsofthe COO,CMO, fiscalstaff, andother SIUHCmanagement staff.
3. Maintains recordsofunit fiscal transactionsinvolvinga varietyofaccounts,whichmayincludereviewing and coordinatingpurchase cardtransactions, creatingpurchaseorders,andmaintaining SIU HC purchasingcardfiles.
4. Completes Administrative ProfessionalandCivil Service payroll, fringebenefitreports, attendance records, anduseof benefit time for the HC Corestaff.
5. Provide backup for the support staff in the HC Core Office.
6. Monitors, orders, reviews, and assign BP numbers to all office supply purchases, following budget guidelines for all supply orders.
7. Tracks and maintains an electronic file system for all HC documents, including past, present, and proposed documents, including policies.
8. Coordinate and complete all online and interoffice procedures anddocumentation for posting and hiring any HC Core position (CS & Faculty/AP positions), including scheduling of interview and follow-up HR evaluations.

1. Work closely with SIU HC Contract Coordinator; assist in executing all Revenue and Purchasing Contracts, provide back-up support & have full access to highly confidential information. Coordinate with other department administrators to obtain contract information and signatures. With the addition of programs related to Population Health & Community Outreach, responsible for requesting contracts by completing necessary forms and submitting through process.

1. Maintain electronic personnel files for all SIU Administration Core employees.

1. Ensure all tasks are completed prior to deadlines/due dates set forth by SIU and departments.

1. Supervision of any events/meetings HC Core have planned and implemented and participate in the several meetings (SALT, Patient Experience, SIU Medicine Ambulatory Council, etc.), take minutes and assist in presentations.

1. Represent as the contact person for the 201 E. Madison Building; act as liaison for staff within this building on how to complete SIU intranet forms, how to request services/training, scheduling questions, etc.

1. Assist with certain aspects of new provider Healthcare orientation; scheduling, obtaining forms, completing their provider files, work with the departments, Compliance, Medical Staff Office and the CFO office for finalizing.
2. Assists other members of the HC teamandidentifies crosstraining opportunities.
3. Coordinates and/or oversees specific activities of SIU HC leadership, including implementation of special projects, outside consulting projects, special events, etc.
4. Oversee supervision of Quality & Safety Office Manager and acts as back up to the Office Manager in SIU HC Core office, Quality & Safety suite.
5. Adhere to budget amounts set forth from Clinical Accounting for specific departments supported.
6. Perform payroll duties for HC Core employees, including processing payroll transactions, maintaining payroll records, verifying time and attendance information, and assisting with payroll-related inquiries to ensure accurate and timeline employee compensation.
7. Other related duties as assigned, exercising independent judgment.

Clerical:25%

1. Provide support services for SIU HC Committees.Supportservices include coordinating agendas, taking minutes, arranging videoconferencing, maintaining file systems for each committee, scheduling meeting times, and reserving conference rooms.

1. Provide basic support, such as scheduling meetings, reserving rooms, and maintaining files systems for committees, work groups, and other SIU HC Core projects.

1. Reviews and distributes all mail appropriately.

1. Oversees emaillist serves for all SIU physicians, all SIU clinic staff, SIUmid-level providers, SIU clinic staff and SIUmid-level providers.

1. Performs reception duties for the HC Administration building daily and act as point of contact for any building issues.

Credentials to be Verified by Placement Officer

1. High school graduation or equivalent
2. Any one or any combination totaling five (5) years (60 months) from the following categories:
   1. college course work in business, finance, accounting or a related field:
      • 60 semester hours or an Associate's degree equals one (1) year (12 months)
      • 90 semester hours equals two (2) years (24 months)
      • 120 semester hours or a Bachelor's degree equals three (3) years (36 months)
      • Master's degree or higher equals four (4) years (48 months)
   2. progressively more responsible general or specialized office experience which included aspects of supervising staff or a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles

Knowledge, Skills & Abilities (KSA’s)

1. Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
2. Computer Skills - Using computers and computer systems (including hardware and software) to set up functions, enter data, or process information.
   • Accounting, Calendar/Scheduling, Database, Enterprise Resource Planning (ERP), Word Processing, Spreadsheet software
3. Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
4. Obtaining Information - Observing, receiving, and otherwise obtaining information from all relevant source(s).
5. Establishing and Maintaining Interpersonal Relationships - Developing constructive and cooperative working relationships with others, and maintaining them over time.
6. Communicating with Persons Outside Organization - Communicating with people outside the organization, representing the organization to the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
7. Organizing, Planning, and Prioritizing Work - Developing specific goals and plans to prioritize, organize, and accomplish your work.
8. Documenting/Recording Information - Entering, transcribing, recording, and storing information in written or electronic/magnetic form.
9. Identifying Objects, Actions, and Events - Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
10. Written and Oral Comprehension - The ability to read and listen/understand information presented in writing or orally.
11. Oral Expression - The ability to communicate information verbally.
12. Written Expression - The ability to communicate information in writing so others will understand.

Condition of Employment

Out of State Applicants that apply to Springfield vacancies in classifications in the occupational area of Professional, Semi-Professional, or Managerial will be subject to the following Condition of Employment: Pursuant to the State University Civil Service System, an out-of-state resident who is hired into this position must establish Illinois residency within 180 calendar days of their start date.