Office Support Specialist (3243)

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 secretarial and clerical support to faculty, manage calendars, coordinate travel, and handle correspondence and records to keep the office running smoothly.

The role requires strong organizational skills, proficiency with MS Office and Laserfiche, ability to multitask, and a commitment to accuracy in credentialing, CME tracking, and reporting.

Qualifications

• High school diploma or equivalent required.
• Two years of office/clerical experience or college coursework.
• Experience using computer systems and word processing.

Responsibilities

• Maintain physicians’ electronic calendars by scheduling appointments including meetings, conferences, interviews and seminars.
• Notify department staff of vacations, conferences, and absences.
• Screen and prioritize daily mail; maintain filing systems.
• Track CME credits, credentialing, reappointments, and license renewals.
• Transcribe and type complex correspondence and reports.
• Coordinate travel arrangements and reimbursements.

Skills

Clerical skills

Calendar management

Communication

Filing systems

Laserfiche

Word processing

MS Office

Travel coordination

Education

High school diploma or equivalent

Some college coursework

One year related work experience

Tools

Microsoft Word

Excel

PowerPoint

Job description

We recommend using the following browsers to complete the application: 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 Vascular 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 Office Administrator and/or Health Care Administrator II.
• Coordinate with the department of surgery Clerkship Coordinator, faculty attending rounds, student rotations through their clinics and evening seminars.
• Prepare print requisitions for materials to be printed by SIU Print Shop.
• Maintain SIU HealthCare 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, verifying receipt/delivery of products and/or services, and reconciling monthly statements.

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.
• Faxes or mails patient history and physicals, OP reports, discharge summaries, clinic notes, test results and other patient information to the requesting doctor’s office, insurance company, disability office or attorney with the patient’s consent.
• Fax post‑op communication letters to referring providers.
• 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 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.

Knowledge, Skills & Abilities (KSA’s)

• 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.
• 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 Affirmitive Action/Equal Opportunity 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.

Pre-employment background screenings required.