Office Support Specialist (U) (3243)

SIU Medicine; Springfield (IL); On-site; USD 42,000 - 62,000; Full time

Job summary

SIU Medicine in Springfield, IL seeks an experienced administrative support professional to assist the Division of Psychology and the Department of Psychiatry. You will manage calendars, coordinate travel, and handle routine inquiries, ensuring efficient departmental operations.

The role includes supporting Grand Rounds and CME activities, coordinating communications with internal and external presenters, and maintaining accurate records.

Qualifications

• Knowledge of administrative and clerical procedures and systems.
• Customer service and meeting quality standards.
• Strong written and verbal English communication.
• Ability to use computer systems and enter data.

Responsibilities

• Maintains calendars and notifies providers of deadlines.
• Manages provider and staff schedules, including meetings and travel.
• Supports CME and Grand Rounds communications and logistics.
• Attends meetings, prepares agendas, records minutes, and distributes notes.
• Handles departmental mail and routes as needed.
• Screens calls and visits; prioritizes needs for providers.
• Coordinates travel arrangements and reimbursable expenses.
• Provides backup support and drafts correspondence.

Skills

Administrative procedures

Scheduling and calendar management

Customer service & communication

Written communication

Computer literacy

Travel arrangements

Documentation & recordkeeping

Problem solving

Education

High school diploma or equivalent

College coursework or degree

Office/clerical work experience

Job description

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Description

The purpose of this position is to provide comprehensive administrative support to the Division of Psychology providers, working under the direction of and in support of the Department of Psychiatry. The role also supports other divisions and undertakes additional assignments as needed to ensure the efficient operation of departmental activities.

Examples of Duties

Administrative 100%

• Maintains calendars of operating or administrative commitments and notifies designated providers of approaching deadlines.
• Manages provider and staff schedules, including administrative and academic appointments, meetings, conferences, and coverage for absences; ensures timely notices and updates are communicated.
• Provides administrative support to the Director of the Psychiatry Grand Rounds program. Coordinates communications with internal and external presenters; obtains required documentation; prepares flyers; maintains schedules and distribution lists; reserves meeting space; creates virtual meeting links; distributes presentation announcements; and responds to routine participant inquiries regarding CME credits and attendance records.
• Attends designated department and division meetings; prepares agendas, records minutes, and provides reminders for upcoming sessions.
• Sorts and distributes departmental mail on a rotational basis with other support staff.
• Reviews designated providers' incoming mail, responding to routine items independently and distributing remainder to appropriate personnel.
• Screens and prioritizes calls and visitors for providers; determines needs and personally handles routine inquiries, requests, or problems.
• Coordinates business travel arrangements, including researching options, preparing cost comparisons, and providing justifications for higher-cost travel. Collects travel documents and receipts from travelers and submits materials for reimbursement processing.
• Provides administrative support for forensic cases and independent medical evaluations. Under the direction of the supervisor, assists with organizing case-related information, facilitating communication with providers, law firms, patients, clients, and SIU financial and legal department representatives, and coordinating meetings, appointments, and depositions.
• Processes approved purchases using a department-issued procurement card in accordance with university policies and procedures. Obtains required approvals, reconciles transactions, and maintains supporting documentation and records.
• Drafts, transcribes, and formats correspondence, memos, and complex documents to ensure timely and accurate communication.
• Assists employees with the routine operation of video conferencing and telehealth equipment and refers technical issues to appropriate support personnel when necessary.
• Provides backup for other staff as needed to ensure continuity of department operations.
• Keyboards confidential and/or technical material; transcribes and/or records verbatim material; composes correspondence and reports requiring knowledge of the activities of the designated providers.
• Performs duties listed in lower level of this classification series, and performs other duties as assigned.

Qualifications

Credentials to be Verified by Placement Officer

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

Knowledge, Skills & Abilities (KSA's)

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.
13. 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 positionmust 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."

Southern Illinois University School of Medicine is an affirmative 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.