New

Office Administrator (3253)

SIU Medicine
$3,745.35 - $4,119.89 Monthly
medical insurance, dental insurance, life insurance, paid time off, paid holidays, sick time, extended sick time, tuition reimbursement, 403(b), retirement plan
United States, Illinois, Springfield
Sep 12, 2025
Description This individual provides administrative support to SIU School of Medicine Trauma and Transplant faculty and providers, as well as personnel at the Southern Illinois Trauma Center at Springfield Memorial Hospital. The incumbent coordinates complex scheduling, correspondence, meeting preparation, and course/event logistics. This position serves as an initial contact for the Trauma Center and assists with educational, clinical, and administrative activities to ensure smooth daily operations. Examples of Duties The following information is intended to be representative of the work performed by incumbent in this position and is not all-inclusive. The omission of a specific duty or responsibility will not preclude it from the position if the work is similar, related, or a logical extension of position responsibilities. Demonstrates, by actions, commitment to the mission and the behavioral standards of SIU School of Medicine. Provides excellent service to both internal and external customers through collaboration and partnership; compassion and respect; integrity and accountability; diversity and inclusion; as well as continuous learning and improvement. ADMINISTRATIVE 90% 1. Provides general administrative support to Transplant Program and Trauma Center leadership, faculty, and staff. Maintains an awareness of section responsibilities and deadlines and updates faculty and leadership as necessary. Attend Departmental and Divisional meetings and participate in the implementation of decisions resulting from these meetings. 2. Answer inquiries and resolve problems that require the interpretation, explanation, and justification of administrative policies and procedures. This requires developing an understanding of Trauma Center policies, procedures and priorities. 3. Participates in the analysis, design, and implementation of office information systems; develops and implements procedures and recordkeeping systems to support administrative functions. 4. Schedule and coordinate Director and assigned faculty daily calendars for various meetings including hospital administration, divisional/departmental meetings, conference calls, and activities in teaching students and residents, using e-mail to coordinate. Electronic calendaring is used. Accurately enter appointments and appearances, make changes as they occur, and notify physician of upcoming events. Virtual meetings are scheduled utilizing computer applications such as WebEx. 5. Maintains fiscal awareness of operations. Processes purchasing and other fiscal transactions, maintains records of fiscal transaction involving a variety of accounts, and provides advice regarding the appropriateness of requested expenditures, utilizing vouchers, Pcard, PO or other appropriate methods of purchase. 6. Maintain SIU Medicine and SIU School of Medicine P-card accounting in accordance with Procurement Card Program Policies and Procedures. Make purchases in accordance with standard purchasing procedures, verify receipt/delivery of products and/or services, and reconcile monthly statements. 7. Coordinate travel arrangements and accommodations, verify funding and submit proper requisitions and vouchers for reimbursement for assigned faculty for out-of-town meetings and lectures. Maintain awareness of fiscal operations and follow State and University guidelines. 8. Order and maintain office supplies. 9. Solicits and maintains database of State of IL required CME documentation for the trauma surgeons on a quarterly basis. 10. Schedule meetings and/or lectures for local, state, national, and international appearances. Coordinate other activities sponsored by assigned faculty, such as CME symposiums and visiting faculty. 11. Coordinate faculty recruitment by scheduling applicant interviews, creating itineraries, making travel arrangements, organizing interview materials, and submitting vouchers for reimbursement. 12. In collaboration with the Trauma Program Manager, generates the agenda for the monthly Trauma Multidisciplinary meeting. Distribute meeting reminders, meeting agenda, minutes and attachments, attend the meeting, and transcribe meeting minutes. Assist in maintaining meeting attendance records for continuing medical education credits. 13. In collaboration with the Trauma Program Manager, generates the agenda for the quarterly Region III Committee on Trauma meeting: distribute meeting reminders, meeting agenda, minutes and attachments, attend the meeting, and transcribe meeting minutes. 14. Serves as initial contact between the Section Chairandotherfacultymembers,residents,medicalstudents,administrativestaff,othermedicalandclericalstaffthroughouttheSchoolofMedicine,personnelathospitals, vendors and sales representatives patients, and community at large. 15. Coordinate and schedule depositions, type narrative reports, copy records, and forward fee schedule to attorneys, as necessary. Process legal fee payments. 16. Collect and coordinate data and information for physician dossier production. 17. Make necessary updates to faculty Curriculum Vitae. 18. Collect and prepare monthly time sheets for revenue-generating contracts. 19. Provides administrative support which deals with sensitive issues and requires confidential handling. Maintain existing files consisting of administrative, personnel, research, manuscript, and reprint files. Maintain records and files relative to activities of assigned faculty, including licensing, memberships, presentations, journal articles, and medical/surgical lists. 20. Answer and route phone calls in a professional manner, prioritizing accordingly. These calls include, but are not limited to: incoming calls to the Trauma Director's office and Trauma Section's office, patient calls, physicians (nationally and internationally), administrative and clinical staff, and phone coverage for other secretaries during lunch hours and other absences as requested. 21. Schedule administrative activities and appointments including: meetings, conferences, interviews, and seminars, controlling admission of visitors and phone calls. 22. Receive incoming/outgoing mail and respond to items as appropriate. This may require interpretation, explanation, or defense of departmental policies, guidelines, or functions. Rotate with other dept. office managers in duties such as sorting incoming mail and copy/supply room cleanup. 23. Compose complex correspondence that require the synthesis or integration of a variety of subject areas. Transcribes written material that is highly technical and confidential in nature. Type, review and edit memoranda; editorial reviews; manuscripts for research, publication, and/or presentation; confidential medical correspondence and reports for Faculty members. 24. Monitor and maintain license renewals, membership applications for various associations, societies, and committees, journal subscriptions. Prepare vouchers and/or utilize procurement card for payment keeping all required documentation. 25. Collects physician unavailable dates, assists in the dissemination of dates among the panel of surgeons, both trauma and general surgery, prepares the draft and final call schedules, updates schedules with revisions as necessary. Inputs call schedules in Symplr and electronic schedules, updating when required. RESIDENT/STUDENT SUPPORT The incumbent is the initial contact for the 3rd and 4th year medical student clerkship Trauma Surgical Critical Care rotation. Duties include: Tracking number of 3^rd and 4^th year students requesting to rotate on service Collaborates with 4^th year advisor for approval of student rotation requests Collaborates with 3^rd year nurse educators to identify appropriate preceptor for 3^rd clerkship rotations. Welcomes new students to their rotation with initial email, providing appropriate study materials as selected by advisor The incumbent is the initial contact for the non-surgical specialty resident rotations on the Trauma Service, i.e. Family Medicine. Duties include: Provide clinic schedule to the Family Medicine Residency Coordinator to aid in the production of the Outpatient Family Medicine General Surgery Rotation Welcome the Inpatient Family Medicine Rotation Resident to the Trauma/Surgical Critical Care Portion of their rotation, providing vital information to the success of their rotation CLINICAL 10% Answerandhandlepatientcallsbyroutingcallsappropriatelytoinsurance/billing personnel, appointment/reception desk, or nurse. Utilizing appropriate standards, open and close clinics based on physician requests as service and call schedules are completed on an approximate quarterly basis. Skills and Abilities Needed for the Position Ability to communicate effectively, both verbally and in writing. Possess knowledge of administrative procedures and systems such as word processing, managing files and records, and other office procedures and terminology. Possess knowledge of computers and computer systems (including hardware and software) to enter data, or process information. Excellent typing skills. Previous clerical experience and preferably previous medical experience. Ability to think critically and logically, and to problem solve. Ability to function with minimal direct supervision. Ability to handle multiple projects at one time and set priorities. Excellent interpersonal skills. Ability to interpret policies, procedures, and guidelines. Sensitive to the needs of underrepresented minority populations. Qualifications High school diploma or equivalent. Any one of the following from the categories below: Four (4) years (48 months) of work experience comparable to the third level of this series. Two (2) years (24 months) of work experience comparable to the fourth level of this series. 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.