Office Support Specialist (U)

: Salary $18.15 - $19.97 Hourly Location Springfield, IL Job Type Civil Service Remote Employment Flexible/Hybrid Job Number 2401037 Department Internal Medicine Clinic-SMS Division General Internal Medicine Opening Date 05/23/2025 Closing Date 6/2/2025 2:00 PM Central FLSA Non-Exempt Bargaining Unit AFSCME Local 370 Shift Days Exempt or Non_Exempt Non-Exempt

Description

The primary function of this position is to provide administrative support to the faculty/providers in the Division of General Internal Medicine along with supporting the Department of Internal Medicine. This position will be the lead support for General Internal Medicine and provide secondary support to Pulmonary and Rheumatology divisions.

Examples of Duties

Administrative 90% Coordinates pod projects, meetings, and conferences, and monitors and expedites progress. 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. Maintains personal calendars for assigned faculty members. Informs the physician of impending engagements and prepares necessary materials. Scheduling for the assigned division members includes, but is not limited to, appointments, clinics, depositions, student lectures, CME lectures and consultant time. Provides assistance with department projects as assigned including record management, etc. Prepares weekly ambulist and hospitalist schedules, distributing as needed. Makes travel arrangements for assigned faculty, prepares and submits documentation for reimbursement. Submits faculty and/or provider absence request forms obtaining approvals as needed per the department and HC policy. Distributes to appropriate personnel. Makes payments for certain expenses for assigned faculty members with procurement card. Maintains all P-card documentation related to expenses in adherence to University regulations. Answering phones for the Division, taking messages, and answering questions relating to the Division. Assists in making arrangements necessary for the recruitment of division faculty members, including interview scheduling, travel arrangements, luncheons, reimbursements, escorting to appointments, and other assigned tasks. Opens and reviews mail, selects and responds independently within the scope of responsibility allotted. Participates in mail sorting rotation for the department. Answers phones for the division, takes messages and answers questions relating to the division. Maintains supply cabinet and orders office supplies for the Division. Transcribes dictation and performs other typing duties using multiple software programs which include, but may not be limited to, Microsoft Word, Excel, Access and PowerPoint. Typing documents which may include grant applications, manuscripts for journal articles, book chapters, books, and abstracts for division faculty members. Revises curriculum vitae for assigned faculty members. Plans, organizes, assigns and reviews the work of office support associate in pod and participates in training. Other duties as assigned. Clinical Support 10% 1. Notifies nurse and appointment/reception area of clinic rearrangements due to physician's schedule. 2. Assists clinical staff with administrative duties, as needed.

Qualifications

• High school diploma or equivalent.
• Any one or combination totaling two (2) years (24 months) from the categories below:
  • College coursework in any curriculum, as measured by the following conversion table or its proportional equivalent:
    • 30 semester hours equals one (1) year (12 months)
    • Associate's Degree (60 semester hours) equals eighteen months (18 months)
    • 90 semester hours equals two (2) years (24 months)
    • Bachelor's Degree (120 semester hours) equals three (3) years (36 months)
  • Work experience performing office/clerical activities, including the use of computer systems.
• One (1) year (12 months) of work experience comparable to the second level of this series.

Supplemental Information

If you require assistance, please contact the Office of Human Resources at [email protected] 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 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.