Office Manager (U)

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The primary function of this position is to carry out the administrative functions of the Divisions with an extensive
knowledge of the organization, programs, policies, and procedures of the institution. This position also performs
advanced secretarial, administrative and managerial duties for the Division Chiefs, faculty and providers of the
Division of Gastroenterology and the Division of Infectious Diseases in the Department of Internal Medicine. This
position provides secondary support for the 4th floor MMC office support pod including Cardiology.

THIS POSITION IS ONSITE ONLY*****

Administrative 100%
1. Coordinates pod projects, meetings, and conferences, and monitors and expedites progress.
2. Organizes and reviews the work of the pod support staff and participates in their training.
3. Makes cost estimates and comparisons for goods and services; independently makes general supply
purchases and researches products, obtains quotes and makes purchasing recommendations for
higher cost items
4. Maintains awareness of organizational activities of importance and impact to Chief. Initiates and
coordinates scheduling of appointments. These appointments include interdivisional meetings,
departmental meetings, lectures, conferences, visiting professorships and faculty candidates to
Division. This person also coordinates scheduling appointments for other faculty members as well as
their lectures, meetings and other conferences.
5. Assists with coordinating regional, national and international travel for the Chief and other members of
the Division.
6. Attends meetings as a delegate for the Division Chiefs or designated members of the
Divisions/Department.
7. Answers incoming calls and handle routines items or appropriates to the Division in a professional
manner. Telephone contact includes patient calls, visiting health agencies, insurance representatives,
etc. which are then transferred to the appropriate locations.
8. Opens and reviews mail, selects and responds independently within the scope of responsibility allotted
and provides drafts of responses and/or relevant documentation for the remainder. Participates in
secretarial rotation of sorting mail for department.
9. Composes and/or transcribes correspondence, memoranda, editorial reviews, manuscripts and/or
abstracts for research, publication/and/or presentation, confidential legal and medical correspondence
and reports.
10. Coordinates composition and development of slides required by the faculty.
11. Forwards all faculty absence requests to the Division Chief's office. Prepares absence requests for
and distributes to appropriate SIU personnel per the department and HC policy.
12. Complies, summarizes, organizes and distributes educational material and resources for faculty,
residents and medical students and distributes such material. There is a special emphasis on third year
medical students who do a clerkship in Internal Medicine.
13. Assists in coordinating faculty recruitment for the Division. Plans itineraries, distributes appropriate
information, executes the interviewing process for candidates and provides support to ensure smooth
operation of the visit.
14. Maintains and organizes a filing system which includes administrative records, confidential material,
and all other records as needed by the Chief.
15. Assists with edits, requested by providers, in preparing dossiers for promotion and tenure.
16. Provides administrative support for projects which deal with sensitive issues and need confidential
handling, i.e., faculty tenure, production, dossiers, resident evaluations, faculty evaluations, and
patient medical records.
17. Provides support for research personnel including back up for study related calls. This assistance
includes, but is not limited to extensive research assignments, travel arrangements, voucher expenses,
and correspondence.
18. Notifies nurse and appointment/reception area of clinic rearrangements due to physician's schedule.
19. Assists with department projects as assigned.

Credentials to be Verified by Placement Officer

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

Knowledge, Skills & Abilities (KSA's)

1. Knowledge of administrative and administrative procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
2. 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.
3. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
4. Knowledge of computers and computer systems (including hardware and software) to enter data, or process information.
5. Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
6. Skill in communicating effectively, both verbally and in writing as appropriate for the needs of the audience.
7. Skill in decision making by considering the relative costs and benefits of potential actions and choosing the most appropriate one.
8. Ability to understand written sentences and paragraphs in work related documents.
9. 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).
10. Ability to apply general rules to specific problems to produce answers that make sense.
11. Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).

1. Ability to choose the right mathematical methods or formulas to solve a problem.
2. 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.