Office Administrator (3253)

The function of this position is to provide administrative support to the Department of Surgery under administrative direction. This position is responsible for initiating and coordinating the office support functions required for the effective implementation of administrative policies of the department. This position will supervise office managers in the Department of Surgery. This individual provides administrative support to the Chief of the Division of Urology and to other assigned faculty members.

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 the 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.Maintain an overall awareness of Departmental and Divisional activities. Initiate and coordinate support functions required to accomplish goals.
2.Answer inquiries and resolve problems that require the interpretation, explanation, and justification of administrative policies and procedures.
3.Participates in the analysis, design, and implementation of office information systems; develops and implements procedures and recordkeeping systems to support the administrative functions performed by the Department and Division.
4.Schedule and coordinate Chief 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.Answer and route phone calls, prioritizing accordingly. These calls include, but are not limited to: contact with patients, physicians (nationally and internationally), administrative and clinical staff, community and phone coverage for other secretaries during lunch hours and other absences as requested.
6.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.
7.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.
8.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.
9.Coordinate and schedule depositions, type narrative reports, copy records, and forward fee schedule to attorneys, as necessary. Process legal fee payments.
10.Make necessary updates to faculty Curriculum Vitae.
11.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.
12.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.
13.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.
14.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.
15.Support assigned faculty's research activities as needed. Access research database in the SIU library as directed by assigned faculty. Conduct extensive related research assignments involving the evaluation, selection and compilation of information from a wide variety of sources. Assist investigators with proposal preparation.
16.Serve as liaison for Division Chief and assigned faculty in communication with other institutions, hospitals, physicians (nationally and internationally), residents, medical students, administrative and clinical staff, companies, outside organizations, and other departments.
17.Perform computer skills using a variety of sophisticated software applications.
18.Attend Departmental and Divisional meetings and participate in the implementation of decisions resulting from these meetings.
19.Coordinate faculty recruitment in the division by scheduling applicant interviews, creating itineraries, making travel arrangements, organizing interview materials, and submitting vouchers for reimbursement.
20.Coordinate & revise monthly on-call schedule and distribute to faculty, residents and office staff.
21.Order and maintain supplies for Division, Department and/or Research Services.
22.Collect and prepare monthly time sheets for revenue-generating contracts.
23.Coordinate Division projects, activities and appointments including: meetings, conferences, interviews, seminars and activities in teaching students and residents, controlling admission of visitors and phone calls for Faculty members.
24.Notify Surgery Clinic personnel, clerkship coordinator and administrative nurse when the assigned faculty are out of town due to vacations, conferences/business trips, or illness. Complete physician absence slips and submit to appropriate Department personnel.
25.Administrative support for other Urology staff as needed and time allows.
26.Supervises and monitors the work of the division office manager or office support personnel to ensure that academic needs and patient care is delivered in a high quality, efficient and safe manner. Directs and coordinates all administrative support functions with full accountability for the results produced. Analyzes work requirements for administrative support staff and establishes operating guidelines.
27.Manages office support personnel, hiring, scheduling, evaluations, training and assisting as needed.
28.Serve as primary liaison with office management staff.
29.Schedules, conducts and attends staff meetings.

CLINICAL 10%
1.Receive and handle patient calls of a sensitive, confidential and/or complex nature. Properly route calls to insurance billing/personnel, appointment/reception group, nurse group, resident, or physician. Send and receive patient reports via fax to/from hospitals, other physicians, and health care facilities and distribute appropriately.
2.Send communications to referring physicians following operative procedures.
3.Process and send patient documents to TouchWorks Scanning to be scanned into electronic health records.
4.When the physicians' schedules change or they will be out of the office on clinic days, notify appointment reception area and nursing staff by electronically submitting Clinic Change/Cancel documents at least six weeks prior to the clinic date.

SKILLS AND ABILITIES NEEDED FOR THE POSITION
1.Possess knowledge and experience in personnel management including recruitment, evaluation, and training. Ability to lead, direct, and supervise support staff.
2.Ability to serve as a resource to staff and to provide guidance and direction, including setting performance standards and monitoring performance.
3.Ability to communicate effectively, both verbally and in writing.
4.Possess knowledge of administrative procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
5.Possess knowledge of computers and computer systems (including hardware and software) to enter data, or process information.
6.Excellent typing skills.
7.Familiarity with the use of dictaphone.
8.Previous secretarial experience and preferably previous medical experience.
9.Ability to think critically and logically, and to problem solve.
10.Ability to function with minimal direct supervision.
11.Ability to handle multiple projects at one time and set priorities.
12.Excellent interpersonal skills.
13.Ability to interpret policies, procedures, and guidelines.
14. Sensitive to the needs of underrepresented minority populations.

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.

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.