Office Support Specialist

GME/Anesthesiology Residency Program

Location: Peoria, IL USA

Work Schedule: M - F, 8 a.m. - 4:30 p.m.

Workplace Type: On-Site

Salary Range (commensurate with experience): $21.67 - $23.00

About UICOMP: The University of Illinois College of Medicine Peoria (UICOMP) educates 244 medical students and nearly 300 physician residents annually. It is one of four campuses that make up the nation's largest public medical school. The Peoria campus is known among students for its small class sizes, rigorous curriculum and hands-on clerkships; to residents and fellows for the strong academic setting, large referral base and exceptional facilities; and by physicians seeking the ideal combination of teaching and practicing medicine in a research-based university setting.

This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

Position Summary

The incumbent will work under the direction of the Residency Coordinator and Residency Program Director assisting in a wide variety of support activities related to the residency program such as: recruitment, scheduling, policy and evaluation, contracts and licensure, and other work activities related to the residency program. Position requires knowledge of computer systems and residency procedures, use of judgement and initiative.

Duties & Responsibilities

• The Office Support Specialist provides Residency Program support to the Program Director, Program Coordinator and program faculty.
• Serves as a resource for typing, filing, collating, scanning, sorting, and calendaring for the program and to the residents and faculty.
• Generates correspondence from draft and reviews with supervisor.
• Oversees the collection of licenses, contracts, and resident information on behalf of the program.
• Collects educational material and organizes if for upcoming education events.
• Maintains confidential information for a large residency program by data entry into electronic systems, program spreadsheets and files.
• Answers the phone for the program with contact with faculty, staff, residents and students.
• Takes messages by phone, email and in person for the program coordinator and program director.
• Maintains the listing for conference attendance.
• Reviews incoming mail, sorts, distributes and handles responses as appropriate.
• Tracks resident educational fund balances and submits expenses for reimbursement.
• Provides transcription support to the program with transcribing from draft, developing into specified format, and submitting for review.
• Assists with taking meeting minutes and composing them from draft notes.
• Composes and develops memorandums and letters of recommendation from draft for residents and students in a specialized format for faculty.
• Provides calendaring and scheduling support for the program.
• Collaborate with many inside/outside units to schedule meetings, educational events, and recruitment on behalf of the program. Books meeting rooms and provides setup for education events.
• Arranges candidate hotel accommodations for recruitment with scheduling, correspondence, and confirmations.
• Organizes appointments with notifies/reminds to the coordinator and/or Director.
• Functions as the proctor for in-training exams for residents and students.
• Gathers statistical data and confidential information on behalf of the program.
• Uses data entry systems to gather, produce, and run reports from web-based systems.
• Supports event planning for graduation, awards ceremonies, wellness events, team building events, and other special activities. Collaborates with others for ordering supplies, organizing materials, and setup.
• Attends meetings as requested.
• Performs duties listed in lower level of this classification series.
• Performs other related duties as assigned.

Minimum Qualifications

1. High school diploma or equivalent.
2. Any one or combination totaling two (2) years (24 months) from the categories below:
1. 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)
2. Work experience performing office/clerical activities, including the use of computer systems.
3. One (1) year (12 months) of work experience comparable to the second level of this series.

To Apply: For fullest consideration click on the Apply Now button, please fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the application.

Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date. Illinois Residency is required within 180 days of employment.

Sponsorship for work authorization is not available for this position.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

The university provides accommodations to applicants and employees. Request an Accommodation

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person.

University of Illinois