Office Manager (Alton) (3266)

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Description

This position provides administrative support to the faculty and administrative staff of the SIU

Alton Family Medicine Residency Program and provides administrative support for research

and scholarly activity.

*This position is ON SITE only*

Examples of Duties

25% Administrative Support for the SIU Alton Program Director and Associate Chair for

Research and Scholarly Activity

• Organizes daily activity of the Associate Chair of Research and the SIU Alton Program
  
  

Director, maintaining a calendar of commitments.

• Coordinates department Grand Rounds and other departmental education events.
• Organizes Research and Scholarly Activity Committee meetings, including agenda and
  
  

scheduling, attends meetings, and prepares and distributes minutes as directed.

• Provides administrative support for Research & Scholarly Activity Core faculty including
  
  

manuscript preparation and layout, checking references and citations for accuracy, and

communicating with authors and publishers, if needed.

• Searches for, gathers, and organizes grant-related materials, articles, etc., as requested by
  
  

the Program Director and/or Associate Chair for Research.

• Attends meetings for the Alton site and Department as directed
• Maintains a comprehensive filing system for the Associate Chair of Research which
  
  

may include sensitive and confidential information.

• Provides administrative support for publication and presentation activities of Associate
  
  

Chair of Research and Research Core and faculty as directed.

75% Administrative Support for SIU Alton Program and Faculty

Support for Faculty, Staff, and Residents

• Assists with resident and faculty recruitment efforts as needed
• Coordinates annual performance reviews for faculty and staff, prepares forms, and
  
  

Updates Position Descriptions Per HR Requirements.

• Maintains Alton specific and Department lists and files, including CVs, position
  
  

descriptions, and schedules.

• Serves as liaison for booking conference rooms, scheduling video conferences, and
  
  

manages Alton Residency Program room utilizations in accordance with guidelines

• Manages office inventory and processes orders when needed. Works with the Program
  
  

Coordinator to establish yearly budgets for office supplies and ensures that funds are spent

appropriately.

• Coordinates guest speaker appearances to faculty meetings and ensures guest speakers
  
  

have appropriate equipment.

• Prepares print requisitions, physical plant requests, and maintenance requests as needed.
• Coordinates special events, including ribbon cuttings and annual celebrations and initiate paperwork for
  
  

events which may require the Dean’s approval.

• Assists Program Coordinator with Program schedules, including SIU Alton Program
  
  

general schedules, New Innovations, Amion, and residency rotation schedules.

• Assists residency faculty and chief resident with the residency didactic calendar, including coordination
  
  

of outside speakers for resident education sessions.

• Coordinates arrival and maintains schedule for any outside learners, including medical
  
  

students, PA students, or others.

• Provides support and assist in orientation of new faculty and staff.
• Trains staff and faculty on all office equipment including new copiers, fax machines,
  
  

etc.

• Manages office supply inventory and processes orders when needed.
• Coordinates faculty time off, travel requests, and reimbursement requests for faculty travel
• Serves as the promotion and tenure coordinator for the Alton site. Works closely with the FCM
  
  

Department Administrative Core for all Alton-related promotions. Keeps comprehensive filing system

for faculty dossiers and assists faculty with documentation compilation and formatting.

Qualifications

Credentials to be Verified by Placement Officer

• High school diploma or equivalent.
• Two (2) years (24 months) of work experience comparable to the third level of this series.
  
  

Knowledge, Skills & Abilities (KSA’s)

• Knowledge of administrative and administrative 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 hrrecruitment@siumed.edu 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.