Office Support Associate

SIU Medicine; Springfield (IL); On-site; USD 42,000 - 54,000; 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

Southern Illinois University School of Medicine in Springfield, IL seeks a dedicated administrative assistant to provide secretarial and clerical support to faculty in the Division of Vascular Surgery. You will maintain calendars, manage travel, coordinate meetings, and handle sensitive communications with professionalism.

Responsibilities include document preparation, CME/credentialing support, and office duties to ensure smooth operations.

Qualifications

• High school diploma or equivalent.
• 18 months of college coursework or associate degree equivalence.
• Experience in office/clerical activities and computer systems.

Responsibilities

• Maintain physicians' calendars and schedule appointments, meetings, and interviews.
• Coordinate travel arrangements and reimbursements for out-of-town events.
• Screen and route daily mail and manage filing systems.
• Prepare complex correspondence and manuscripts using standard software.
• Provide clerical support to faculty and staff, including coverage during breaks.

Skills

Administrative procedures

Customer service

English language

Computer skills

Materials management

Verbal & written communication

Decision making

Reading comprehension

Organization & planning

Problem solving

Education

High school diploma or equivalent

18 months of college coursework / associate degree equivalence

Office/clerical work experience

Tools

Microsoft Word

Excel

PowerPoint

Laserfiche

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 21, 2026

Desktop: Google Chrome, Edge with Chromium

Mobile: Google Chrome, Safari

Description

The function of this position is to provide secretarial and clerical support to faculty in the Division of Vascular Surgery. This position provides the necessary support to maintain a smooth and efficient operation in the office.

Examples of Duties

I. ADMINISTRATIVE 90%

• Maintain physicians' electronic calendars by scheduling appointments including meetings, conferences, interviews and seminars, making changes as they occur and notifying physician of upcoming events.
• Notify SIU Surgery clinic personnel, and administrative nurse of assigned faculty's vacation, conference schedule, out of town trips, and absences due to illness, using proper forms provided. Submit clinic cancellation requests, as needed.
• Screen and prioritize all daily incoming mail.
• Maintain filing systems of administrative, personnel, research, manuscript, and reprint files.
• Track and file documentation of CME credits. Monitor, advise of deadlines and assist with forms submissions for SIU and hospital credentialing/reappointments, and renewals of licenses and professional society memberships, for assigned faculty.
• Transcribe and type complex correspondence, including but not limited to letters of recommendation, medical reports, grant applications, manuscripts, abstracts, slides for scientific presentations, statistical reports, research projects, curriculum vitae, teaching materials, evaluation reports, and other projects.
• Schedule appointments for assigned faculty, including: meetings, conferences, interviews, and seminars.
• Coordinate travel arrangements and accommodations, verify funding and submit proper requisitions and vouchers for reimbursement for out-of- town meetings and lectures.
• Provide administrative staff support to assigned faculty through efficient coordination of activities, projects and meetings. Provide secretarial support to Plastic Surgery staff and Advanced Practice Providers (APPs) as needed.
• Maintain inventory of office supplies, placing orders as needed using Office Depot account and/or other vendors as required.
• Attend Departmental and Divisional meetings and participate in the implementation of decisions resulting from these meetings.
• Maintain awareness of fiscal operations and follow State and University guidelines.
• Perform complex computer skills using a variety of software applications such as Microsoft Word, Excel, and PowerPoint.
• Prepare absence requests and monthly ethics sheets in Laserfiche for assigned faculty.
• Provide phone coverage and clerical support for lunch breaks, absences of personnel or vacancies. Assist other Divisional or Departmental secretaries as necessary or as directed by Administrative Assistant and/or Health Care Administrator III.
• Prepare print requisitions for materials to be printed by SIU Print Shop.
• Maintain SIU Health Care and SIU School of Medicine p-cards accounting in accordance with Procurement Card Program Policies and Procedures, including making purchases in line with standard purchasing procedures.

II. CLINICAL 5%

• Receive and handle patient calls of a sensitive, confidential and/or complex nature. If necessary, properly route to insurance/billing personnel, appointment/reception desk, nurse, residence, or physician. Send and receive patient reports via fax to/from hospitals, other physicians, and health care facilities and distribute appropriately.
• Keyboards medical correspondence and reports of a confidential and sensitive nature.

• 5% Performs other duties as required or assigned which are reasonably within the scope of the duties described above.

Qualifications

Credentials to be Verified by Placement Officer

• High school diploma or equivalent.
• Any one or combination totaling eighteen (18) months from the categories below:
• College coursework in any curriculum as measured by the following conversion table or its proportional equivalent:
• 30 semester hours equals one (1) year (12 months)
• Associate's Degree (60 semester hours) equals eighteen months (18 months)
• Work experience performing office/clerical activities, including the use of computer systems.

Knowledge, Skills and Abilities (KSAs)

• Knowledge of administrative and clerical 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).
• Ability to choose the right mathematical methods or formulas to solve a problem.

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.

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."

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