Office Manager - General Surgery (U) (3266)

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Description

The purpose of this position is to provide administrative support to the Chair of the Division of General Surgery, and to other faculty members as needed.

*This position is ON SITE only.*

Examples of Duties

ADMINISTRATIVE: 85%

• Maintain an overall awareness of Divisional activities. Initiate and coordinate support functions required to accomplish the Divisional goals. Schedule daily activities for the Chair, and other General Surgery faculty members as needed by assisting with scheduling meetings, conferences, interviews and seminars.
• Serve as initial contact between the Chair and other faculty members, residents, medical students, administrative staff, other medical and clerical staff throughout the School of Medicine, personnel at hospitals, vendors and sales representatives, patients, and community at large.
• Answer and handle incoming calls to the Division in a professional manner and provide back-up for other Divisions within the Department of Surgery as necessary. This phone contact includes patient calls, visiting health agencies, insurance representatives, etc., which are then either handled or transferred to the appropriate location. If a call is regarding a patient emergency, the appropriate faculty and/or resident is contacted.
• Screen and prioritize all daily incoming mail pertaining to the Division Chair, and other faculty as appropriate.
• Compose and/or transcribe complex correspondence. Type, review and edit manuscripts, medical reports, abstracts, and other material as necessary.
• Prepare invoice vouchers, travel vouchers and purchase requisitions.
• Maintain and update faculty CVs. Monitor and record faculty CME credits earned. Assist in the preparation of dossier for faculty applying for promotion and/or tenure.
• Create and design new filing systems and maintain existing files consisting of administrative files, patient files, reprint files and research files.
• Coordinate the General Surgery Call Schedule with faculty and staff within the Division. Distribute the call schedule to Memorial Medical Center, St John’s Hospital, Answering Service, etc.
• Coordinate schedule of the Chair with student affairs for student elective and rotations.
• Schedule student rounds for the Chair and others with the clerkship coordinator.
• Initiate and coordinate the support functions required to accomplish Divisional goals.
• Coordinate faculty recruitment within the Division. Procure travel and hotel arrangements, prepare itineraries and distribute appropriate information. Arrange social functions, prepare and distribute evaluations.
• Coordinate the Visiting Professor program for the Division. Prepare itineraries, travel arrangements, program and site. Provide support to ensure the smooth operation of the visit.
• Provide administrative staff support to the faculty through efficient coordination of activities, projects and meetings.
• Position provides back-up telephone coverage and clerical assistance during the absence of support staff due to resignation, sick leave or vacation.

CLINICAL COORDINATION: 10%

A. Provide administrative support for various requests pertaining to patients which are confidential and/or sensitive in nature in a timely manner.

• Answer and handle patient calls by routing calls appropriately to insurance/billing personnel, appointment/reception desk, nurse, resident, physician assistant, or physician.
• Notify appointment/reception area of clinic cancellations due to physician schedule changes.
• Coordinate with the Department of Surgery Clerkship Coordinator, faculty attending rounds, student rotations through their clinics and evening seminars.

5%

Performs other duties as required or assigned which are reasonably within the scope of the duties described above.

Qualifications

Credentials to be Verified by Placement Officer

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

Knowledge, Skills & Abilities (KSA’s)

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

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.