Office Support Specialist

University of Illinois Chicago; Peoria (IL); Presencial; USD 30.000 - 32.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Health insurance

Dental insurance

Vision

Life insurance

Retirement plan

Paid time off

Tuition waivers for employees and depp

Descripción de la vacante

University of Illinois Chicago in Peoria, IL seeks an Office Support Specialist for the Psychiatry & Behavioral Medicine department. The role provides administrative support to faculty, manages recruitment materials, credentialing, travel, and office operations in a fast-paced campus setting.

You will coordinate with multiple systems (Epic, Titanium) and assist in annual reports, budget tracking, and promotions processes. On-site work schedule is Monday through Friday, with benefits included.

Formación

• High school diploma or equivalent.
• Two years of college coursework or related experience.

Responsabilidades

• Oversee and manage faculty recruitment materials and travel
• Assist search committees and liaise with candidates and partners
• Process new faculty appointments and credentialing
• Manage department travel and reimbursements
• Maintain department budgets and reports
• Update directories and website
• Support faculty promotions

Conocimientos

Office administration

Communication skills

Time management

Herramientas

Epic

Titanium

Descripción del empleo

Hiring Department: Psychiatry & Behavioral Medicine

Location: Peoria, IL USA

Requisition ID: 1043610

FTE: 1

Work Schedule: M - F, 8:00 a.m. - 4:30 p.m.

Shift: Days

# of Positions: 1

Workplace Type: On-Site

Salary Range (commensurate with experience): $22.11 - $23.46

Please note that this position is not remote and is onsite in Peoria, IL.

This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

About UICOMP

The University of Illinois College of Medicine Peoria (UICOMP) educates 244 medical students and nearly 300 physician residents annually. It is one of four campuses that make up the nation’s largest public medical school. The Peoria campus is known among students for its small class sizes, rigorous curriculum and hands-on clerkships; to residents and fellows for the strong academic setting, large referral base and exceptional facilities; and by physicians seeking the ideal combination of teaching and practicing medicine in a research-based university setting.

Position Summary

The Office Support Specialist works under the direction of the Department Chair and Business Administrative Associate and provides administrative support to faculty members of the Department of Psychiatry and Behavioral Medicine at the University of Illinois College of Medicine at Peoria. The person in this position will work with multiple computer systems and perform a wide variety of office support tasks.

Duties & Responsibilities

• Oversee and manage faculty recruitment by managing recruitment materials, including advertisements, interview itineraries, travel arrangements, and candidate evaluations.
• Assist search committees and serve as a liaison with candidates and candidates’ partners.
• Research and report itineraries and candidate travel.
• Process new faculty appointments for paid and volunteer faculty and help welcome and orient them to the department.
• Handle credentialing/recredentialing/licensure for all incoming and current faculty.
• Manage incoming calls to the main department phone, greet visitors, answer questions, and respond to requests.
• Follow-up on patient referrals and no-shows.
• Schedule appointments in the Epic electronic medical records system for contracted offsite clinics.
• Serve as the primary administrator for the Center for Wellbeing.
• Enter appointment and patient information into the Titanium electronic medical record system.
• Provide necessary clerical support.
• Process billing and monitor payments.
• Send paperwork to new clients and forward all completed information to the Center for Wellbeing director.
• Monitor and maintain resident and faculty travel expenditures and conference attendance.
• Arrange reimbursements for travel and moving expenses through Emburse.
• Make all department travel arrangements and process reports.
• Ensure expenses are within the departmental budget and university guidelines, and report expenses to the Business Administrative Associate.
• Compile, provide, and maintain confidential information for the department’s annual report and annual faculty evaluations. Schedule and facilitate annual faculty evaluations for the Department Chairman.
• Update department directories and website.
• Purchase supplies for the department and ensure the appropriate use and documentation of the University's purchasing policies, including credit cards, purchase orders, and iBuy purchases.
• Renew and maintain department memberships to professional organizations by adhering to the purchasing policies.
• Provide clerical support to faculty members on the path to promotion.
• This includes working with the Interfolio system and the Promotion Packet process.
• Assist the Department Chair and Business Administrative Associate with projects and perform other related duties as assigned.

Minimum Qualifications

• High school diploma or equivalent.
• Any one or combination totaling two (2) years (24 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)
    • 90 semester hours equals two (2) years (24 months)
    • Bachelor’s Degree (120 semester hours) equals three (3) years (36 months)
  • Work experience performing office/clerical activities, including the use of computer systems.
• One (1) year (12 months) of work experience comparable to the second level of this series.

Other Information

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

The university provides accommodations to applicants and employees. Request an Accommodation.

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person.

Illinois Residency is required within 180 days of employment.

Sponsorship for work authorization is not available for this position.