Office Support Associate (U)

: Description

Civil Service Title: Office Support Associate

This position provides secretarial and office support to the Chief of the Division of Cardiology and all other faculty and mid-level members. The incumbent in this position performs duties and coordinates activities throughout the division of Cardiology. Examples of Duties

Administrative 100% 1. Maintains awareness of organizational activities of importance and impact to Chief. Initiates and coordinates scheduling of appointments. These appointments include interdivisional meetings, departmental meetings, lectures, conferences, visiting professorships and faculty candidates to Division. This person also coordinates scheduling appointments for other faculty members as well as their lectures, meetings and other conferences. 2. Assists with coordinating regional, national and international travel for the Chief and other members of the Division. 3. Answers incoming calls and handle routines items or appropriates to the Division in a professional manner. Telephone contact includes patient calls, visiting health agencies, insurance representatives, etc. which are then transferred to the appropriate locations. 4. Opens and reviews mail, selects and responds independently within the scope of responsibility allotted and provides drafts of responses and/or relevant documentation for the remainder. Participates in secretarial rotation of sorting mail for department. 5. Composes and/or transcribes correspondence, memoranda, editorial reviews, manuscripts and/or abstracts for research, publication/and/or presentation, confidential legal and medical correspondence and reports. 6. Coordinates composition and development of slides required by the faculty. 7. Forwards all faculty absence requests to the Division Chief's office. Prepares absence requests for and distributes to appropriate SIU personnel within 7 days. 8. Prepares educational material and resources for faculty, residents and medical students and distributes such material. This includes the intensive 6 week educational needs - scheduling clinics, lectures and mentorship of 2nd Year Medical Students. There is a special emphasis on third year medical students who do a clerkship in Internal Medicine. 9. Assists in coordinating faculty recruitment for the Division. Plans itineraries, distributes appropriate information, executes the interviewing process for candidates and provides support to ensure smooth operation of the visit. 10. Organizes and maintains a filing system which includes administrative records, confidential material, and all other records as needed by the Chief. 11. Assists with edits, requested by providers, in preparing dossiers for promotion and tenure. 12. Provides administrative support for projects which deal with sensitive issues and need confidential handling, i.e., faculty tenure, production, dossiers, resident evaluations, faculty evaluations, and patient medical records. 13. Provides support for research personnel including back up for study related calls. This assistance includes, but is not limited to extensive research assignments, travel arrangements, voucher expenses, and correspondence. 14. Notifies nurse and appointment/reception area of clinic rearrangements due to physician's schedule.

Qualifications

1) High School graduate or equivalent; AND 2) 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.