Office Administrator (3253) - Carbondale

Salary: $22.96 - $25.26 Hourly
Location : Carbondale, IL
Job Type: Civil Service
Job Number: 2401995
Department: Pediatrics-SMS
Division: Children's Medical Resource Network
Opening Date: 05/15/2026
Closing Date: 6/8/2026 2:00 PM Central
FLSA: Exempt
Bargaining Unit: Non-Represented
Shift: Days
ExemptorNon_Exempt: Non-Exempt


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Description
The primary function of this position is to provide administrative support for the Children's Medical & Mental Health Resource Network.
*On Site Only*

Examples of Duties
80%ADMINISTRATIVE

1. Maintain an overall awareness of Children's Medical & Mental Health Network activities.
2. Initiate and coordinate administrative support functions required to accomplish the division's goals. Answers inquiries and resolves problems that require interpretation, explanation, and justification of policies and procedures.
3. Schedule and coordinate the Medical Directors' calendar for various meetings.
4. Answer and route phone calls, prioritizing accordingly. The calls include, but are not limited to: contact with patient's parents/guardians, physicians, investigators from the Department of Child and Family Services, advocates from local Child Advocacy Centers, and community stakeholders.
5. Manage all incoming/outgoing mail. Responds to items are appropriate, which may require interpretation or explanation of policies, guidelines, or functions.
6. Assist Medical Director and Clinical Director in all aspects of grant writing/reporting as needed.
7. Assist in preparation of quarterly grant report to DCFS, requiring compilation of information from a wide variety of sources.
8. Compose complex correspondence and documents, which may require compilation of individual contributions of staff members. Type, review and edit memoranda.
9. Manage scheduling of the training room and spaces in the clinic.
10. Keep a calendar of all subpoenas (County & DCFS) received by the Medical Director and Medical Social Worker and communicate with State's Attorneys and DCFS offices to maintain the status of each case.
11. Schedule trainings and/or lectures for local and state appearances. Coordinate other activities sponsored by the Medical Director, including the CMMHRN Annual Symposium on Child Abuse and Neglect and the Medical Aspects of Child Abuse trainings.
12. Procurement Card (P-Card) holder. Makes purchases and maintains an accurate account of all assigned procurement card (P-Card) transactions according to University, SIU Medicine and State purchasing guidelines. Verify receipt/delivery of products and/or services, and reconcile monthly statements.
13. Coordinates and expedites necessary actions regarding organizational activities and travel. Prepares department travel vouchers for CMMHRN providers and staff accurately and timely, according to SIU and state guidelines.
14. Monitor the Medical Director's membership applications for various associations, societies, and committees. Forward information for reimbursement to the Pediatric Fiscal Office or utilize procurement card for payment. keeping all required documentation.
15. Access research database in the SIU Library as directed by the Medical Director.
16. Perform computer skills using a variety of sophisticated software applications.
17. Order and maintain supplies for CMMHRN.
18. Maintains inventory records and conducts annual periodic checks for inventory control purposes.
19. Maintains the database with confidential information.

15%CLINICAL

1. Receive and handle patient calls of a sensitive, confidential and/or complex nature. Send and receive patient reports via fax and USPS to/from other health care facilities, The Department of Children and Family Services, State's Attorneys, and Child Advocacy Centers.
2. Manage schedule and schedule patients for Child Maltreatment Evaluation in IDX system.
3. Manage schedule and schedule Behavioral Health clients in IDX system.
4. Responsible, with the Medical Assistant, for greeting patients/clients in a courteous and respectful manner, and checking them in, following established SIU Medicine protocols. This includes verifying patients' demographic and insurance information, obtaining SOF, waivers, consents, and other authorizations as needed, scans insurance cards, prints labels, etc.
5. Ensure all IDX systems are closed out properly each day.

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

1. High school diploma or equivalent.
2. Any one of the following from the categories below:
   1. Four (4) years (48 months) of work experience comparable to the third level of this series.
   2. Two (2) years (24 months) of work experience comparable to the fourth level of this series.

Knowledge, Skills & Abilities (KSA's)

1. Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.
2. Knowledge of business and management principles involved in strategic planning, resource allocation, leadership technique, and coordination of people and resources.
3. Knowledge of administrative and administrative procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
4. 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.
5. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
6. Knowledge of computers and computer systems (including hardware and software) to enter data, or process information.
7. Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
8. Skill in communicating effectively, both verbally and in writing as appropriate for the needs of the audience.
9. Skill in decision making by considering the relative costs and benefits of potential actions and choosing the most appropriate one.
10. Ability to understand written sentences and paragraphs in work related documents.
11. 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).
12. Ability to apply general rules to specific problems to produce answers that make sense.
13. Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
14. Ability to choose the right mathematical methods or formulas to solve a problem.
15. 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 or call View phone number on click.appcast.io 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.
Paid time off: Includes 12 paid holidays per year. Accrual rates vary based on employment type and years of service

Paid sick time: Use for personal illness, doctor visits, or if your immediate family members fall ill

Health, Dental, and Life insurance

Optional life insurance: Your spouse and dependents can enroll in State term life and university-sponsored term life insurance.

Prescription: Plan participants enrolled in any state health plan have prescription drug benefits included in the coverage.

Long-term Disability Insurance

Flexible spending accounts: Optional, IRS tax-favored program that enables you to stretch medical expenses and dependent care dollars

Voluntary retirement accounts: Optional plans include the State of Illinois Deferred Compensation Plan (457) and Tax Deferred Annuity (403b).

Tuition Waiver/Tuition Reimbursement: Continue your graduate or undergraduate education with the help of tuition waivers or tuition reimbursement

Leaves of absence: Includes FMLA and Extended Sick Leave Benefits for qualified employees

Employee Assistance Program: Access free and confidential support, including counseling services, and information during difficult times

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