Office Administrator (3253)

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The function of this position is to serve as Office Administrator providing administrative support to the Professor / Chair of the Department of Otolaryngology and the Assistant to the Chair in the Department of Otolaryngology. This position provides all necessary administrative support to maintain the smooth and efficient operation of the Department of Otolaryngology.

Administrative Coordination 85%

1. Provides executive assistance to the Department Chair's office in planning, setting priorities and facilitating/coordinating Departmental activities and informing physicians of issues and activities within the Department.
2. Prepares agenda, takes minutes and transcribes all Department Faculty meetings. Keep a permanent record in the Chair's office of all meeting minutes and materials.
3. Provides administrative support on Departmental projects which deal with sensitive issues and need confidential handling, i.e. faculty tenure and dossier, faculty, resident, student and employee evaluations.
4. Coordinates and maintain the physician's schedule and the identification and preparation of necessary material required for each Departmental meeting and/or project.
5. Reviews and update documents prepared by the Department Chair for presentations, and meeting schedules.
6. Coordinates the faculty recruitment procedures for the Department of Otolaryngology by sending letters in the US and Canada regarding open positions. Schedules and makes all arrangements for Candidates by planning travel, hotels, social functions, itineraries, vouchering and distributing appropriate information to interviewing faculty.
7. Coordinates meetings with the administrative staff within the Department of Otolaryngology, School of Medicine and SIU Healthcare.
8. Responds to correspondence and calls from Departmental faculty and staff, (many being sensitive and confidential) regarding Departmental issues.
9. Maintains fiscal awareness of operations with respect to purchasing and disbursement. Regular use of the P-Card account(s) for payment of Departmental expenses.
10. Maintains files consisting of administrative, personnel and research with particular emphasis on highly sensitive and confidential files on faculty, residents, students and staff.
11. Serves as a liaison for the Department in communication with other institutions, hospitals, outside organizations and other Departments.
12. Maintains the Department Chair and faculty activity records including licensing, membership dues to professional societies, association and journals.
13. Serves as liaison and trouble-shooter for the Otolaryngology Faculty regarding hospital credentialing with SIU Healthcare Managed Care Office.
14. Ensures that a 6-month call schedule for Otolaryngology is prepared, circulating schedules to all physicians who will take call, double check for irregularities once a rough draft has been complied, distribute the final schedule and then maintains the master schedule for which all changes are recorded.
15. Prioritizes and follows through on projects to completion independent of supervision. Meets with the Chair on an as needed basis to keep updated of obligations. Maintains an overall awareness of Chair's activities.
16. Maintains the Chair's schedule, including office appointments, surgeries, meetings, conferences, activities, and lectures at the local, national and international level, visiting professorships, and representation for national societies and local organizations. Maintains awareness of teaching obligations each day and throughout the calendar year.
17. Composes drafts of correspondence and compiles records without direct supervision and with minimal guidance. Reviews documents prepared by Chair's for appropriate language, spelling, punctuation, etc. Reviews and updates projects and meeting schedules on a daily basis. Prioritizes and distributes all incoming and outgoing mail.
18. Makes travel arrangements for attendance at meetings when requested.. Assures the proper format for presentations, abstracts, and publications to be submitted to local and national meetings and/or journals.
19. Researches any needed information for various activities for physicians at their direction, which could include the library, internet, and/or other sources.
20. Liaison with SIU Facilities personnel for any sub-standard building issues.
21. Assists in the coordination of staff meetings, Tumor Board meetings, and other meetings, as needed.
22. Assists IT in computer replacement program and Departmental inventory, when needed.

Human Resources Management 15%

1. Coordinates Faculty recruitment process with the Department of Otolaryngology and develops and maintains appropriate recruiting records.
2. Enters necessary information into NeoEd for recruiting purposes.
3. Serves as back up for bi-weekly, semi-monthly and monthly timesheets, notifies Human Resources when FMLA and/or AWOP time is used. Maintains / verifies vacation and sick accrual information..
4. Supervises Otolaryngology Office Support personnel with day to day operations.
5. Assists other supervisory personnel with personnel tasks (i.e. interviewing, reference checks, coaching / counseling, verbal and written reprimands).

Credentials to be Verified by Placement Officer

1. High school diploma or equivalent.
2. Any one of the following from the categories below:
   1. Four (4) years (48 months) of work experience comparable to the third level of this series.
   2. Two (2) years (24 months) of work experience comparable to the fourth level of this series.

Knowledge, Skills & Abilities (KSA's)

1. Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.
2. Knowledge of business and management principles involved in strategic planning, resource allocation, leadership technique, and coordination of people and resources.
3. Knowledge of administrative and administrative procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
4. 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.
5. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
6. Knowledge of computers and computer systems (including hardware and software) to enter data, or process information.
7. Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
8. Skill in communicating effectively, both verbally and in writing as appropriate for the needs of the audience.
9. Skill in decision making by considering the relative costs and benefits of potential actions and choosing the most appropriate one.
10. Ability to understand written sentences and paragraphs in work related documents.
11. 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).
12. Ability to apply general rules to specific problems to produce answers that make sense.
13. Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
14. Ability to choose the right mathematical methods or formulas to solve a problem.
15. 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.

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.