Unit Office Coordinator – Surgical

Jobtailor; Urbana (IL); On-site; USD 38,000 - 54,000; Full time

Job summary

Jobtailor in Urbana, IL is seeking a full-time clerical support specialist to assist the unit manager with payroll, scheduling, invoicing, and administrative tasks.

The role emphasizes accurate filing, correspondence, Kronos cost-center reviews, and coordination of mail, supplies, and equipment, while maintaining office efficiency and solid communication with staff and external partners. Experience with typing, minutes, and report preparation is preferred.

Qualifications

• Full-time position with duties spanning payroll, invoicing, and reports.
• Availability to work Monday–Friday, 8-hour shifts.
• Strong clerical, office management, and secretarial skills required.
• Ability to answer telephones and manage department communications.
• Capability to type, file, schedule meetings, process minutes and invoices, copy, mail, and fax.
• Coordinate mail, supplies, and office equipment efficiently.
• Prepare routine correspondence and reports; support staffing activities.
• Review Kronos scans for cost centers; ensure accuracy in approvals.
• Work authorization verification completed as part of onboarding.

Responsibilities

• Provide clerical support to staff and the unit manager.
• Handle payroll, filing, and scheduling.
• Answer telephones and take and deliver messages.
• Assist with typing, filing, meeting scheduling, agenda planning, and minutes.
• Coordinate unit activities, greet customers, manage mail and supplies.
• Perform office management and secretarial duties for department leadership.
• Compose routine correspondence and prepare routine reports.
• Assist with administrative and staffing activities.
• Liaise with internal and external agencies as needed.
• Review Kronos scans for appropriate cost centers.

Skills

Payroll Processing

Filing

Scheduling

Typing

Invoicing

Copying

Mailing

Faxing

Report Preparation

Cost Center Management

Education

Work Authorization Verification

Tools

Kronos

Job description

• Provide clerical support to staff and the unit manager
• Handle payroll, filing, and scheduling
• Answer telephones and take and deliver messages
• Assist the unit manager with typing, filing, meeting scheduling, agenda planning, meeting minutes, invoices, discharge follow-up calls, copying, mailing, and faxing
• Coordinate unit activities, including greeting customers, managing incoming and outgoing mail, managing supplies, and maintaining office equipment
• Perform office management and secretarial duties for the department Manager/Director
• Compose routine correspondence and prepare, maintain, and distribute routine reports
• Assist with administrative and staffing activities
• Assist with contacts to internal and external agencies
• Review and revise Kronos scans for appropriate cost centers

Requirements

• Full-time position
• Availability to work Monday–Friday variable 8-hour shifts
• Basic clerical, office management, and secretarial skills
• Ability to answer telephones and handle department communications
• Ability to type, file, schedule meetings, process minutes and invoices, copy, mail, and fax
• Ability to coordinate mail, supplies, and office equipment
• Ability to compose routine correspondence and prepare routine reports
• Ability to assist with administrative and staffing activities
• Ability to review and revise Kronos scans for appropriate cost centers
• Work authorization verification through Form I-9 and E-Verify

Core Competencies

Demonstrates proficiency in clerical support, office management, and secretarial duties, including payroll processing, meeting coordination, and correspondence preparation. Capable of managing communications and maintaining office supplies and equipment efficiently.

Highest-signal resume keywords

• Clerical Support
• Office Management
• Secretarial Skills
• Kronos Scans Review
• Meeting Coordination

Hard Skills

• Payroll Processing
• Filing
• Scheduling
• Typing
• Invoicing
• Copying
• Mailing
• Faxing
• Report Preparation
• Cost Center Management

Soft Skills

• Communication
• Organizational Skills
• Customer Service

Certifications & Qualifications

• Work Authorization Verification

Industry Keywords

• Administrative Support
• Office Equipment Management
• Department Communications
• Staffing Activities