Office Manager (U) (3266)

We recommend using the following browsers to complete the application:

Desktop: Google Chrome, Edge with Chromium

Mobile: Google Chrome, Safari

Description

This position provides administrative support to the Program Director, Medical Director, faculty

and administrative staff of the Center for Family Medicine in Springfield and the SIU-Springfield

Family Medicine Residency Training Program.

*This position is ON SITE only*

Examples of Duties

ADMINISTRATION 100%

Administrative Support for Springfield Center Leadership and Faculty Program

• Answers the main administrative office line. As the administrative phone operator,
  
  

handles routine phone requests or transfers to the appropriate unit.

• Greets patients and guests as they present to the administrative waiting are. Assist
  
  

visitors with request as appropriate.

• Keeps department lists and mailboxes up to date with current employees. These lists
  
  

include but are not limited to the department’s phone list, birthday list, provider team list

and emergency group lists.

• Coordinates the interview process for all civil service vacancies and ensures the
  
  

evaluation process is complete by the interview team.

• Assists the Healthcare Administrator and schedule coordinator with Outlook calendars
  
  

for the faculty and administrative professional staff. This includes entering monthly

activities and making changes based on clinical duties changing. Also assists the

schedule coordinator in double-checking accuracy of schedules and monthly call, etc.

Revised: 08/03/26

• Assists the Health Care administrator with the annual faculty evaluation process.
  
  

Responsible for making packets for the providers and evaluators which contains

confidential information.

• Prepares print requisitions, physical plant requests and maintenance requests as
  
  

needed. Generate print requests for paper, envelopes, business cards, forms and

special print requests. Request various items for new hires including keys, key cards,

phones, etc.

• Liaison responsible for collecting all casual day and special day donations.
• Responsible for assisting all faculty and staff with shipping needs and for receiving all
  
  

packages and ensuring they are delivered to the appropriate party.

• Trains staff and faculty on all office equipment including new copiers, fax machines, etc.
• Manages office supply inventory and processes orders when needed. Works with the
  
  

administrator to establish a yearly budget for office supplies. Ensures that the funds are

spent appropriately and the Center stays within yearly budget.

• Organizes incoming mail for the Site Medical Director, Program Director, Director of
  
  

Clinical Operations, Associate and Assistant Program Directors and routes

appropriately, bringing urgent information to the attention of the Supervisor.

• Creates the faculty meeting agendas with collaboration from the Site Medical Director,
  
  

Director of Clinical Operations, Program Director and Administrator. Distributes agenda

to all faculty members prior to the meeting. Ensures the meeting room is set up

appropriately and takes attendance.

• Composes initial draft of faculty meeting minutes and complete the final copy for
  
  

distribution.

• Transcribes and manages sensitive, confidential patient and resident information, as well
  
  

as sensitive and confidential information contained in minutes, letters and other

documents.

• Serves as a back up to the Health Information Specialist in sorting and distributing
  
  

incoming mail.

• Organize all travel for FCM Springfield for business and continuing education purposes.
  
  

Make all travel arrangements and arrange payment.

• Create and maintain a supply of New Patient folders to be distributed by the Front
  
  

Desks.

• Maintain meeting room schedules for all conference rooms
• Assist Physician’s Assistant program with clerical support.
• Provide administrative support to medical student training, physician assistant training
  
  

and other learner programs at the Center.

• Provide backup and coverage for the Administrative Assistant when needed.
  
  

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.