Office Manager (UICOMP-Pediatric Resource Center)

Hiring Department: Pediatrics

Location: Peoria, IL USA

Requisition ID: 1024309

Posting Close Date: 3/28/24

This position is located on the Peoria campus 170 miles southwest of Chicago. (On-Site Work – Not Remote).
The University of Illinois College of Medicine Peoria (UICOMP) educates 265 medical students and more than 300 physician residents and fellows annually. Additionally, it provides clinical care to more than 31,000 patients annually and conducts basic science, clinical and outcomes research. UICOMP is a regional campus of the University of Illinois College of Medicine, a part of the University of Illinois Chicago and University of Illinois System. The College of Medicine Peoria is home to the Cancer Research Center, Center for Wellbeing, and is a collaborator in Jump Simulation. Learn more about UICOMP at http://peoria.medicine.uic.edu.

Description:

Under direction of the Director of Administrative Operations of Pediatric Resource Center, this position is responsible for performing highly specialized administrative support activities, which are necessary in achieving the goals of the program of the Pediatric Resource Center. Discretion in handling confidential information is required as is an in-depth knowledge of PRC, polices, procedures and programs. The office manager will utilize a variety of computer systems. Grant and Contract Support: Collects, maintains, reconciles, and interprets billing data for the unit’s grants/contracts and collects, tracks and configures output and outcome data for various grant and contract reports. Manages PRC contract-billing process while ensuring accurate reporting on billing vouchers and in grant/contract reports. Accurately tracks PRC contract billing revenue. Acts as lead host of PRC Billing Meeting and communicates key factors to PRC leadership and staff. Assists in quarterly report tabulation and grant updates. Acts as lead for PRC grant-funding training program for child protection staff. Supports PRC leadership by creating travel logs and PRC billing sheets for leadership staff. Acts as liaison for PRC to outside agencies regarding multiple projects, establishes timelines for projects and associated tasks, participates in various meetings, represents the PRC Director of Administrative Operations and/or program at meetings. Provides advice based upon policies and procedures. Coordinates logistical arrangements with other staff, guest speakers, and outside agencies to schedule, facilitate and then compile data for DCFS Medical Aspects of Child Maltreatment Trainings as well as other trainings and events as assigned. Prepares necessary materials. Clinical Support: Assists in answering approximately 50% of incoming telephone calls to the PRC. Screens and appropriately responds to all calls by referring them elsewhere, providing information or referring to appropriate PRC personnel. Opens/closes confidential patient charts in PRC data management systems. Schedules patients in electronic medical records system, enters demographic and patient information in databases. Documents close at intake referrals by entering data into program databases. Maintains computer database for tracking report status and completion. Performs notary duties as needed for the division/Department of Pediatrics/UICOMP. Acts as backup for subpoena duces tecum / testimony process for PRC. When staff assigned as lead PRC subpoena processor unavailable, Office Manager logs incoming subpoenas into PRC tracking system. Alerts UICOMP Administration and Director of Administrative Operations of the receipt of subpoenas. Communicates subpoenas information to involved PRC staff. Coordinates pretrial staffings for PRC staff. With the support of the Director of Administrative Operations, coordinates the PRC’s response to subpoena duces tecum. Serves as training lead for new employees regarding various office and program matters. General Program Support: Maintains awareness of calendar/program direct-service activities and project timelines. Anticipates and responds with necessary actions to ensure efficient program functioning. Logs, retrieves, coordinates, and updates database used by program to accurately track file storage location. Support PRC board committees in their work by assisting in researching feasibility of new events and projects. Assists in the creation of meeting agendas and prepares meeting materials. Anticipates and responds to needs of the PRC Director of Administrative Operations in regard to upcoming fundraising events, outreach/prevention projects, conferences and ongoing direct-service program needs. Coordinates logistical arrangements with other staff, guest speakers, and outside agencies to schedule, facilitate and then compile data for DCFS Medica

Qualifications:

Minimum Qualifications

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 https://www.hr.uillinois.edu/cms/one.aspx?portalId=4292&pageId=5705 to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, COVID-19 vaccination requirement, and employment eligibility review through E-Verify.
The University of Illinois conducts background checks on all job candidates upon acceptance of a contingent offer of employment. Background checks will be performed in compliance with the Fair Credit Reporting Act.
As an EOE/AA employer, the University of Illinois encourages applications from individuals regardless of an applicant’s race, color, religion, sex, gender identity, sexual orientation, national origin, and Veteran or disability status.
The university provides accommodations to applicants and employees. Request an Accommodation at https://jobs.uic.edu/request-and-accomodation/