Secretary

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Description

This position provides direct administrative support to the Executive Director, several faculty, clinical providers, and community outreach personnel (herein referred to as “principal(s)”for the Smith Alzheimer’s Center. Additionally, this position provides back-up for other Office Support Specialists within the Smith Alzheimer’s Center and the Department of Neurology.

Examples of Duties

ADMINISTRATIVE (85%)

The following information is intended to be representative of the work performed by the 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.

Types and proofreads routine office correspondence, as well as transcribes and distributes correspondence from principals to students, patients, colleagues, and outside agencies.

Establishes, coordinates, maintains, and reviews calendars for the Director and notifies the Director and appropriate personnel of commitments and deadlines (appointments, evaluations, reports, etc.), conflicts in schedules, prepares necessary materials, and exercises initiative to make changes as needed. Relieves the Director of personal contacts and determines appropriate course of action. Serves as liaison between the Director and/or Smith Alzheimer’s Center, internal staff, external department and outside agencies.

Establishes and maintains general and confidential filing systems for principals(s) and assigned faculty, staff, and students with easy access to retrieve document and other pertinent files.

Coordinates scheduling for principals, ensuring that they are confirmed for clinics, lectures, presentations, inpatient services, community engagement activities, and notified regarding dates, times, and location.

Makes necessary travel arrangements for principals including conference registration , itineraries, airline and hotel reservations and reimbursements.

May be issued and responsible for reconciliation of procurement credit cards for renewal of memberships, travel, lab supplies, and Smith Alzheimer’s Center ordered meals.

Arrange speaking engagements, educational opportunities, and conferences for the dementia community. Coordinates with numerous organizations in the Central &Southern regions of Illinois, working closely with other organizations’ directors and staff to secure locations, ensure community outreach, coordinate list of attendees, and facilitate other necessary arrangements to make sure speaking engagements run smoothly.

Coordinates annual evaluations of faculty members, researchers, and PA staff with their supervisors. Assists in the updating of records for all faculty position descriptions and evaluations. Updates position descriptions and makes appropriate copies for their files. Prepares evaluation information and forwards appropriate documents to Human Resources.

Maintains updated CVs and NIH bio sketches for principals. Prepare and distribute promotional dossiers for faculty.

Receives visitors and answers inquiries for principal(s).

Manages the Intern and elective programs through the Smith Alzheimer’s Center. Prepares the call for applicants for the Intern program, organizes applications, collects data of completed applications and disseminates to decision committee. Prepares paperwork for the hiring of the students chosen for the Internships. Acts as liaison between intern and mentor until hand-off is made. Assists Smith Alzheimer’s Center personnel with a report of past Interns and elective participants. Maintains an up-to-date listing of career paths/outcomes for interns, students, residents, alumni, etc.

Work closely with the departments of Pharmacology and Neuroscience, and MMICB,in regards to graduate student training, requirements, documentation. Prepares paperwork for new and established Graduate Assistants, students, interns, and Postdocs. Work with HR as necessary for onboarding new students and Postdocs.

Maintains academic appointment calendars for principals, and notifies principals of changes. Informs principals of impending engagements and prepares necessary materials. All calendar appointments are kept electronically.

Maintains contact via cellphone or Halo with all faculty.

Coordinates standing and special purpose committee meetings as directed, gathers and publishes agenda, secures and confirms space and seating arrangements, and schedules catering when necessary. Prepares and distributes handout materials.

Schedules and hosts Webex conferences and meetings for principals.

Receives, sorts, and distributes mail, along with FEDEX/UPS shipments. Conducts necessary preventive maintenance, i.e. changing toner cartridges and resolving paper jams on various office machinery. Coordinates with SIU Physical Operations for maintenance within the suite of offices regarding housekeeping, lighting, and repairs. Coordinates Conference Room scheduling.

CLINICAL DUTIES (10%)

Coordinates with reception and clinic personnel on the cancelling and rescheduling of clinics when necessary. Ensuring they are made aware of all vacations, illnesses, and coverage of all duties (including coverage of resident clinics, and on-call).

Work in conjunction with Study Coordinator(s) to schedule patients in accordance with Study guidelines with regards to specific date “windows” within the study.

MISCELLANEOUS (5%)

Performs miscellaneous clerical tasks associated with the Smith Alzheimer’s Center, or as assigned by the Executive Director.

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.
  
  

Skill And Abilities Needed For The Position

Sensitive to the needs of underrepresented minority populations.

Extensive knowledge of secretarial and general office practices and procedures.

Extensive knowledge of spelling, grammar, punctuation, syntax, formatting, scientific terminology and Microsoft word.

Skill in organization and ability to work independently to meet deadlines. Proficiency in operating computer equipment and standard office equipment. Excellent transcription and typing abilities.

Extensive knowledge in researching various internet and library applications to coordinate papers, journals, scientific reviews.

Ability to interact professionally, courteously and effectively with principals, staff, researchers, students, residents, and other individuals who relate to this department.

Ability to build and maintain proper liaison with hotels, airlines, hospitals, and potential employment groups in order to facilitate new principals.

Ability to properly maintain state and federal licensure for current principals, and obtain the essential papers, credentials, and licensure for incoming principals or staff.

Ability to accurately transcribe difficult and technical medical/scientific dictation.

Ability to work a minimum of 7.5hours daily in an environment that is extremely dynamic and stressful.

Ability to perform a variety of duties accurately and in a timely fashion.

Ability to maintain absolute confidentiality regarding patient records and principals correspondence.

Out of State Applicants that apply to Springfield vacancies in classifications in the occupational area of Professional, Semi-Professional, or Managerial will be subject to the following Condition of Employment: Pursuant to the State University 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. This should be listed in the Minimum Qualifications for these vacancies.

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.