Office Support Associate (0846)

SIU Medicine; Springfield (IL); On-site; USD 38,000 - 52,000; Full time

Job summary

SIU Medicine’s Division of Vascular Surgery seeks an administrative assistant to provide comprehensive secretarial and clerical support to faculty. You will manage calendars, coordinate travel, and prepare documents for research and clinical activities.

The role emphasizes meticulous organizational skills, confidentiality, and the ability to handle high volumes of correspondence and scheduling with professionalism.

Qualifications

• Knowledge of administrative and clerical procedures and systems.
• Knowledge of customer service principles and meeting quality standards.
• Strong written and spoken English with good grammar.

Responsibilities

• Maintain physicians’ electronic calendars and schedule appointments and meetings.
• Coordinate travel arrangements and reimbursements for faculty.
• Transcribe complex correspondence and prepare reports and manuscripts.

Skills

Administrative procedures

Customer service

Office software

Education

High school diploma

18 months office/clerical experience

Tools

Microsoft Word

Excel

PowerPoint

Job 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.

I. ADMINISTRATIVE 90%

1. Maintain physicians’ electronic calendars by scheduling appointments including meetings, conferences, interviews and seminars, making changes as they occur and notifying physician of upcoming events.
2. 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.
3. Screen and prioritize all daily incoming mail.
4. Maintain filing systems of administrative, personnel, research, manuscript, and reprint files.
5. 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.
6. 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.
7. Schedule appointments for assigned faculty, including: meetings, conferences, interviews, and seminars.
8. Coordinate travel arrangements and accommodations, verify funding and submit proper requisitions and vouchers for reimbursement for out-of- town meetings and lectures.
9. 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.
10. Maintain inventory of office supplies, placing orders as needed using Office Depot account and/or other vendors as required.
11. Attend Departmental and Divisional meetings and participate in the implementation of decisions resulting from these meetings.
12. Maintain awareness of fiscal operations and follow State and University guidelines.
13. Perform complex computer skills using a variety of software applications such as Microsoft Word, Excel, and PowerPoint.
14. Prepare absence requests and monthly ethics sheets in Laserfiche for assigned faculty.
15. 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.
16. Prepare print requisitions for materials to be printed by SIU Print Shop.
17. 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%

1. 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.
2. 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.

Credentials to be Verified by Placement Officer

1. High school diploma or equivalent.
2. Any one or combination totaling eighteen (18) months from the categories below:
   1. 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)
   2. Work experience performing office/clerical activities, including the use of computer systems.

Knowledge, Skills and Abilities (KSAs)

1. Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
2. 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.
3. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
4. Knowledge of computers and computer systems (including hardware and software) to enter data, or process information.
5. Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
6. Skill in communicating effectively, both verbally and in writing as appropriate for the needs of the audience.
7. Skill in decision making by considering the relative costs and benefits of potential actions and choosing the most appropriate one.
8. Ability to understand written sentences and paragraphs in work related documents.
9. 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).
10. Ability to apply general rules to specific problems to produce answers that make sense.
11. Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
12. 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.