Administrative Aide

SIU Medicine; Springfield (IL); On-site; USD 42,000 - 64,000; Full time

Job summary

SIU Medicine in Springfield, IL seeks an experienced administrative professional to provide executive support to the COO, CMO and SIU HealthCare leadership. The role includes clerical duties, budget monitoring, payroll processing, and maintaining records.

The position requires strong organizational and communication skills, proficiency with ERP/office software, and ability to coordinate travel and meetings. Collaboration with multiple departments is essential.

Qualifications

• High school graduation or equivalent.
• Total five (5) years of related office experience or combinations.
• Experience supervising staff or coordinating administrative duties.
• Strong communication with supervisors, peers, and subordinates.
• Proficiency with office software (ERP, calendars, database, word processing, spreadsheets).

Responsibilities

• Advise and provide executive support to the COO, CMO and SIU HC leadership.
• Provide general secretarial and clerical support for senior leadership.
• Coordinate travel arrangements for SIU HC leadership.
• Monitor budgets and perform payroll duties for HC Core employees.
• Maintain electronic personnel files and records of unit fiscal transactions.

Skills

Communication

Administrative skills

Scheduling

Record keeping

Interpersonal skills

Written & oral communication

Documenting information

Education

High school diploma

Business/Finance coursework

Office experience

Tools

ERP systems

Calendar & Scheduling

Accounting

Database

Word Processing

Spreadsheet

Job description

Description

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

Examples of Duties

Administrative and Fiscal75%

1. Advise and provide executive support to the COO, Chief Medical Officer (CMO) and other SIU HC leadership and management.
2. Provide general secretarial and/or clerical support for the COO, CMOandotherSIU HCleadership andmanagement.Typememos, letters,meetingminutes, reports,etc.; schedules and coordinatesmeetings,reviewsandedits record anddocuments, maintains calendarofoperating andadministrativecommitments, maintains filing systems, prioritizesofficemailandfaxes,andperformsotherdutiesas designated.
3. Assures compliance with university andgovernmentpolicies,including but not limitedto travel,purchasing cards, and other transactions.
4. Screens calls andvisitor(s) for the SIU HC Coreoffice, determines needs andpersonallyhandlesroutine inquires,requestsor problems. Assist with any patient complaint calls as needed.
5. Coordinate and make all travel arrangements for the COO, CMO, and/or SIU HC leadership and staff.
6. Assist with internal billing for SIU HC Directors and Core offices.
7. Operate as the liaison between Administration, the Dean's & Provost Office, Departments (Clinical Chairs & Administrators), outside vendors/contacts, etc.
8. Assist with monitoring need and distribution of asset tags. Assists with annual inventory for SIU HC Core office.
9. Assists with composing correspondence andreports thatrepresentthe COO, CMO, Directors and staff'spositions,requiring extensive knowledgeof the activities oftheadministrationdepartment.
10. Anticipates and responds to the detailed officesupport needsofthe COO, CMO, fiscal staff, andother SIUHCmanagement staff.
11. Maintains records of unit fiscal transactionsinvolvinga variety ofaccounts,which mayincludereviewing and coordinatingpurchase cardtransactions, creatingpurchaseorders,andmaintaining SIU HC purchasingcard files.
12. Completes Administrative Professional andCivil Service payroll, fringebenefitreports, attendance records, anduseof benefit time for the HC Corestaff.
13. Provide backup for the support staff in the HC Core Office.
14. Monitors, orders, reviews, and assign BP numbers to allofficesupplypurchases, following budget guidelines for all supply orders.
15. Tracks and maintains an electronic file system for allHC documents, including past,present, andproposed documents, including policies.
16. Coordinate and complete all online and interoffice procedures anddocumentation for postingand hiring anyHC Coreposition (CS & Faculty/AP positions), including scheduling of interviews and follow-up HR evaluations.
17. 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.
18. Maintain electronic personnel files for all SIU Administration Core employees.
19. Ensure all tasks are completed prior to deadlines/due dates set forth by SIU and departments.
20. 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.
21. 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.
22. 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.
23. Assists other members of the HC team andidentifies crosstraining opportunities.
24. Coordinates and/or oversees specific activitiesof SIUHC leadership, including implementationof special projects,outsideconsulting projects, special events, etc.
25. Oversee supervision of Quality & Safety Office Manager and acts as back up to the Office Manager in SIU HC Core office, Quality & Safety suite.
26. Adhere to budget amounts set forth from Clinical Accounting for specific departments supported.
27. 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.
28. Other related duties as assigned, exercising independent judgment.
29. Provide support services forSIU HC Committees.Supportservices include coordinating agendas, takingminutes, arranging videoconferencing,maintaining filesystems for each committee, scheduling meeting times,andreservingconference rooms.
30. Provide basic support, such as schedulingmeetings, reserving rooms,andmaintaining filesystemsforcommittees, work groups, andotherSIUHCCoreprojects.
31. Reviews and distributes all mail appropriately.
32. Oversees email list servesfor all SIUphysicians,allSIU clinic staff, SIUmid-levelproviders, SIU clinic staffandSIUmid-level providers.
33. Performs reception duties for the HC Administration building daily and act as point of contact for any building issues.

Qualifications

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:
      1. 60 semester hours or an Associate's degree equals one (1) year (12 months)
      2. 90 semester hours equals two (2) years (24 months)
      3. 120 semester hours or a Bachelor's degree equals three (3) years (36 months)
      4. 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.
   1. 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 sources.
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, storing, or maintaining 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 and ideas presented in writing or orally.
11. Oral Expression - The ability to communicate information and ideas verbally so others will understand.
12. Written Expression - The ability to communicate information and ideas 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.

Supplemental Information

Contact the Office of Human Resources: [e-mail] or call 217-545-0223 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.

SIU School of Medicine Annual Security Report is available online at https://www.siumed.edu/police-security. 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 Affir tive 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.