Office Support Specialist (U) (3243)

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Description

This person directly assists and provides primary support to Associate Dean of cHOP, Pillar Leaders and Administrative Assistant.

*This position is ON SITE only.*

Examples of Duties

Administrative and Programmatic Support: 60%

• Supports the Associate Dean and Administrative Assistant in coordinating all department activities. Provides direct support for the Director of Organization and Employee Development. Arrange locations, send invites and reschedule as necessary.
• Performs or assists with duties which require the knowledge of activities of the Associate Dean, and the organization programs, policies and procedures. When appropriate, serve as liaison between faculty, staff, outside agencies, and staff of external units; serve as a resource person for faculty and staff.
• Responsible for the production of correspondence, reports, itineraries and confidential correspondence. This may include gathering, collecting and assembling information and developing methods for the most efficient and timely completion of the materials.
• Screens calls and visitors for the department; determines needs and personally handles all routine inquires, requests, or problems. Provides factual information regarding unit regulations and procedures. Directs callers to the appropriate staff or faculty member associated with the caller’s request when it cannot be handled directly.
• Open, review and distributes mail to appropriate parties. Selects items and responds independently within scope of responsibility.
• Maintains overall awareness of organizational activities of the department and coordinates and expedites inquires and necessary actions.
• Maintains and manages appropriate records including P-Card, time reports, annual appointments, and confidential records and files.
• Attends department/pillar meetings and take minutes at meetings. Uploads minutes to cHOP Team Software.
• Assists in maintaining and managing cHOP archives including workshop recordings and list of cHOP events.
• Assists Administrative Assistant in editing and adding entries to the cHOP Hive Page and website.

Calendar, Travel: 15%

• Maintains and administers appointment calendars for Associate Dean, cHOP faculty and staff, within scope of responsibility.
• Plans travel for cHOP staff and Associate Dean and makes necessary arrangements. Coordinates and expedites necessary actions regarding organizational activities and travel.

Event and Education Coordination: 15%

• Manages department needs, utilize and manage P-Card account to purchase supplies and items required for various lectures, and special events.
• Coordinates department space and audio-visual needs for conferences and other events.
• Assist Administrative Assistant with all support duties related to cHOP sponsored events. May include, but not limited to, event set-up including catering, supplies, ordering and copying materials.
• Assists Administrative Assistant with Regularly Scheduled Series, RSS, events including but not limited to contacting speakers and participants to ensure appropriate forms are completed and forwarded and/or uploaded to appropriate systems and organizations.
• Maintain mailing and posting lists and ensure event flyers are posted and campus mailed prior to events.

Other Responsibilities: 10%

• Assist Administrative Assistant with organization’s Promotion and Tenure Program, which reports to Promotion and Tenure Committee Chair, and Dean and Provost.
• Performs other related duties as assigned.

Qualifications

Credentials to be Verified by Placement Officer

• 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.

Knowledge, Skills & Abilities (KSA’s)

• Knowledge of administrative and clerical 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.