Administrative Assistant (0171)

SIU Medicine; Springfield (IL); On-site; USD 70,000 - 95,000; Full time

Job summary

SIU Medicine in Springfield, IL is seeking an Administrative Manager to oversee the administrative functions of the Department of Family & Community Medicine and the Department Chair, including faculty promotion and tenure across multiple sites. The role emphasizes resource allocation, staff supervision, and liaison duties with internal and external partners.

Responsibilities include executive support to leaders, supervision of staff, management of P&T dossiers, meeting coordination, travel,

Qualifications

• Experience supporting a department or executive-level leadership.
• Ability to manage multiple calendars, deadlines, and vendors.
• Familiarity with personnel processes and voucher/audit procedures.

Responsibilities

• Advises and provides executive support to the Chair and Directors.
• Supervises staff and manages department operations across sites.
• Oversees promotion and tenure processes and dossier preparation.
• Prepares reports, minutes, and agendas for department meetings.
• Manages travel arrangements and sequestration of event logistics.
• Oversees finances, procurement, and asset management.
• Acts as liaison with internal and external partners.

Skills

Sensitive to underrepresented groups

Self-starting

Initiative & organizational ability

Interpersonal communication

Computer skills (Word, Excel, PowerPo​

Relationship building

Observation & information gathering

Documentation skills

Education

High school graduation or equivalent

Five years progressively responsible experience

Tools

UMS accounting system

AIS accounting system

Job description

This position is responsible for overseeing administrative functions of the Department of Family & Community Medicine and the Department Chair with specific responsibilities regarding faculty promotion and tenure across the department including the Core Office, PA program and five residency sites. This position will have decision making discretion for allocating department resources that include collaboration with other SIUSOM departments and offices, as well as external partners. This position will supervise an Office Support Specialist.

*This position is ON SITE only*

Administrative 80%

1. 1. Advises and provides executive support to the Chair, Assistant to the Chair, and other Directors on various department and School of Medicine matters. Maintains and communicates overview of departmental responsibilities and deadlines.
2. 2. Supervises and trains staff on departmental Promotion and Tenure (P&T) processes for dossier compilation, revision, and submission at the Core Office, PA program and four residency sites.
3. 3. Reviews, evaluates and reports department P&T processes. Organizes, interprets, and analyzes various sources of information to produce administrative reports on dossier progress and resource availability.
4. 4. Responsible for the Department’s annual evaluation process for Faculty and Principal Administrative employees. This person works with HR to ensure that the most up-to-date position description template is being used within the Department, establishes a timeline for the process and reviews all documents for accuracy before obtaining signatures.
5. 5. Oversees planning and implementation of special events. Serves as liaison to resident and PA program sites and vendors and provides authoritative direction onsite to troubleshoot problems that may arise. Manages historical and comprehensive documentation of special events.
6. 6. Supervises Office Support Specialist, extra help, student worker(s), and/or other staff as assigned.
7. 7. Composes complex correspondence on behalf of Chair, Director, and Administrative Director, regarding dossiers, outside vendors, journal manuscripts, presentation abstracts, minutes, reports and other special projects .
8. 8. Answers written and verbal inquiries and resolves problems for the Chair with regard to interpretation of Department and SIU School of Medicine policies and procedures. Serves as liaison and resource both within the Department and with external departments and groups.
9. 9. Manages, compiles, and submits fringe benefit reports. Responsible for reviewing confidential time reports for employees assigned to the Department Core Office.
10. 10. Answers inquiries and resolves problems for the office with regard to interpretation of Department, SIUSOM, and SIUHC policies and procedures.
11. 11. Develops, collects, and coordinates materials needed to assure productive meeting outcomes. Responsible for apprising the Chair and Directors of upcoming meetings and deadlines. Drafts agendas for Department meetings. Responsible for meeting minutes for Department meetings including but not limited to Executive Leadership Forum, Program Directors and Administrators meetings.
12. 12. Responsible for overseeing all academic related travel for conferences as it relates to the Department.
13. 13. Performs related duties as assigned.

Fiscal Responsibilities 15%

1. 1. Oversees the expense allocation and reconciliation of expenditures for special all-site departmental events including retreats and practice management seminars.
2. 2. Monitors and reconciles fiscal transactions to insure appropriate spending, particularly for restricted accounts.
3. 3. Executes purchases and expenditures utilizing UMS and AIS accounting systems. Reviews routine reports for accuracy.
4. 4. Maintains and reconciles all department Procurement Card purchases.
5. 5. Communicates with vendors and SIUSOM units as necessary to ensure accuracy and validity of billings and payments.
6. 6. Responsible for the Department’s fixed assets and inventory management.

Service 5%

1. 1. Acts as a representative for Department Chair and Directors, as requested, on various committees and/or at professional conferences.
2. 2. Performs related duties as assigned.

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 professional, managerial and supervisory experience that included experience in areas such as supervising staff or a job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles

*As required by the position to be filled, education, training and/or work experience in an area of specialization inherent to the position may be required to meet credential requirement #2 above.

Knowledge, Skills and Abilities (KSAs)

1. 1. Sensitive to the needs of underrepresented minority populations
2. 2 Self -starting, self-directed problem solver
3. 3. High levels of initiative and organizational ability to plan, prioritize, and complete multiple administrative tasks under pressure with minimal supervision
4. 4. Interpersonal communication skills in listening, speaking, and writing through personal, email, and telephone contact
5. 5. Computer skills including Microsoft Word, Power Point, Excel, Publisher, and Outlook Calendar
6. 6. Ability to develop and maintain constructive and cooperative working relationships with others
7. 7. Ability to observe, receive, organize, and request information from various sources
8. 8. Documentation and recording skills for entering, transcribing, recording, storing, or maintaining information in written or electronic form

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.