Office support associate

Description

The employee in this position will provide clerical and technological support to the Office of Education and Curriculum, particularly the Standardized Patient Program. This position requires extensive knowledge in the use of a computer for word processing of tables, memos and letters, minutes, internal and external reports and proposals, as well as maintaining all aspects of the Professional Development Lab and assisting with audio-visual needs for educational lectures.

Examples of Duties

• 75%- Administrative Support
• Keyboards documents such as correspondence, reports, manuscripts, and similar materials with responsibility for determining the format and correcting error in grammar and syntax; transcribing and/or recording narrative material in final form;
• Maintains a calendar(s) for a designated member(s) of the unit staff, scheduling meetings and appointments when given general instruction and making changes as needed;
• Apprises a designated member(s) of the unit staff of upcoming events and gather related information/materials; makes travel arrangements from a predetermined schedule;
• Creates, updates, revises, and retrieves files, records, and department contacts/LISTSERVs, which may involve indexing and cross-filing; responsible for maintaining adequate, accurate, and accessible information, including confidential materials;
• Converts all lecture and exam schedules to PowerPoint documents for display on departmental and auditorium monitors
• Updates the exam and audio-visual calendars to ensure accurate schedule are maintained for all events
• Maintains departmental equipment inventory including all computers, printers, scanners, etc. This includes submitting change of location forms and ensuring their filing with Inventory Control, tagging equipment, conducting inventory audits and preparing related reports and submitting to the Business Manager for approval in a timely manner
• Serves as support for proctoring medical student exams assuring confidentiality and adhering to complex procedures that have a significant impact on student performance
• Assists with timing of SP simulations and computer lab proctoring
• Prepare Professional Development Lab (PDL) rooms for all exams, training sessions, workshops and activities. Schedule and conduct regular maintenance of rooms and equipment. Prepare paperwork for repairs and submit for approval. Regularly clean and sanitize all PDL rooms and equipment. Restock PDL room supplies as necessary.
• Monitor scheduling of Education and Curriculum classrooms and training spaces including the South and West Auditoriums, the PDL and the OEC Computer Assessment Laboratory. Direct student, standardized patient, faculty and visitors to specific area. Monitor students and assist with timing of activities.
• Monitor the inventory of supplies and paper stock needed for the department, the PDL, the Year 2 Tutor Rooms, and the Student Business Office. Prepare orders for the restocking of necessary supplies and submit for approval.
• Serve as the backup for the Standardized Patient Program support person completing all necessary tasks and duties in their absence.
  
  

25%- Technical Support

• Operate and maintain all instructional communication equipment for the undergraduate medical education curriculum and the department including audio/visual and computer equipment in both auditoriums and the Professional Development Laboratory. Work with Technical Support, department IT liaison and the PDL vendor to identify and resolve any technical issues.
• Maintain all aspects of the Professional Development Laboratory system – including, but not limited to:
• All Valt system access cards are logged and accounted for
• Ensure all Learners and Observers are in the Valt system and accurately categorized
• Video editing
• All recording schedules are input into the Valt system
• All recordings are started/stopped properly with long empty spaces edited out
• Ensure internal server storage space is kept at a maintainable level
• Perform back up and storage of all recordings per University guidelines
• All equipment is functioning properly. Contact the appropriate vendor for troubleshooting and resolution of the issue.
• Liaison with vendor regarding software/equipment enhancements or upgrades
• Provide PDL system training/overview demonstrations when necessary
• Assist Faculty and departmental staff with presentation of educational materials during lectures in both auditoriums utilizing appropriate audio-visual equipment.
• Post all lecture presentations and videos to Echo360 and D2L so that they are available for student and faculty viewing
  
  

Qualifications

• High school diploma or equivalent.
• Any one or combination totaling eighteen (18) 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)
• Work experience performing office/clerical activities, including the use of computer systems.
  
  

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.