Office Manager (U)

SIU Medicine; Springfield (IL); On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Life insurance

Paid time off

Paid holidays

Sick time

Extended sick time

Tuition reimbursement

403(b)

Retirement plan

Job summary

SIU Medicine seeks an experienced administrative professional to support the Division Chiefs and faculty within the Department of Internal Medicine at the Springfield campus.

The role requires advanced secretarial duties, project coordination, scheduling of appointments, and handling confidential documentation in a fast-paced environment.

Qualifications

• Knowledge of administrative procedures and systems such as word processing, managing files and records.
• Knowledge of customer service principles and meeting quality standards.
• Strong written and verbal communication skills and grammar.

Responsibilities

• Coordinate pod projects, meetings and conferences and monitor progress.
• Organize and supervise pod support staff and participate in their training.
• Assist with travel arrangements for the Division Chiefs and staff.
• Handle incoming calls and route to appropriate SIU personnel.
• Prepare correspondence, manuscripts and research materials for review.

Skills

Word processing

Record keeping

Customer service

Phone etiquette

Scheduling

Email correspondence

Education

High school diploma or equivalent

Two years of related experience

Tools

Microsoft Office

Job description

medical insurance, dental insurance, life insurance, paid time off, paid holidays, sick time, extended sick time, tuition reimbursement, 403(b), retirement plan

Aug 22, 2026

Desktop: Google Chrome, Edge with Chromium

Mobile: Google Chrome, Safari

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 providers of the Division of Gastroenterology 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 Cardiology. THIS POSITION IS ONSITE ONLY*****

Examples of Duties

Administrative 100%

• Coordinates pod projects, meetings, and conferences, and monitors and expedites progress.
• Organizes and reviews the work of the pod support staff and participates in their training.
• 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
• 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.
• Assists with coordinating regional, national and international travel for the Chief and other members of the Division.
• Attends meetings as a delegate for the Division Chiefs or designated members of the Divisions/Department.
• 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.
• 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.
• 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.
• Coordinates composition and development of slides required by the faculty.
• 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.
• Complies, summarizes, organizes and distributes educational material and resources for faculty, residents and medical students and distributes such material. There is a special emphasis on third year medical students who do a clerkship in Internal Medicine.
• 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.
• Maintains and organizes a filing system which includes administrative records, confidential material, and all other records as needed by the Chief.
• Assists with edits, requested by providers, in preparing dossiers for promotion and tenure.
• 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.
• 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.
• Notifies nurse and appointment/reception area of clinic rearrangements due to physician's schedule.
• Assists with department projects as assigned.

Qualifications

Credentials to be Verified by Placement Officer

• High school diploma or equivalent.
• Two (2) years (24 months) of work experience comparable to the third level of this series.

Knowledge, Skills & Abilities (KSA's)

• Knowledge of administrative and administrative procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Knowledge of computers and computer systems (including hardware and software) to enter data, or process information.
• Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
• Skill in communicating effectively, both verbally and in writing as appropriate for the needs of the audience.
• Skill in decision making by considering the relative costs and benefits of potential actions and choosing the most appropriate one.
• Ability to understand written sentences and paragraphs in work related documents.
• Ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
• Ability to apply general rules to specific problems to produce answers that make sense.
• Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
• Independent and skilled in problem-solving and decision-making capability; previous knowledge of secretarial and general office practices and procedures; previous knowledge of spelling, grammar, punctuation, syntax, formatting, scientific terminology, and computer software proficiency in operating computer equipment. Ability to work independently and prioritize work. Sensitive to the needs of underrepresented minority populations.
• Ability to choose the right mathematical methods or formulas to solve a problem.
• Ability to provide guidance and direction to subordinates, including setting performance standards and monitoring performance.

Condition of Employment

Pursuant to the State Universities 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

If you require assistance, please contact the Office of Human Resources at [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.

The 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 Aff… 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.

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