Administrative Assistant (0171)

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Description

This position is responsible for overseeing administrative functions of the Department of Family & Community Medicine and the Department Chair with specific responsibilities regarding faculty promotion and tenure across the department including the Core Office PA program and five residency sites. This position will have decision making discretion for allocating department resources that include collaboration with other SIUSOM departments and offices
as well as external partners. This position will supervise an Office Support Specialist.

*This position is ON SITE only*

Examples of Duties

Administrative 80%
1. Advises and provides executive support to the Chair Assistant to the Chair and other Directors on various department and School of Medicine matters. Maintains and communicates overview of departmental responsibilities and deadlines.
2. Supervises and trains staff on departmental Promotion and Tenure (P&T) processes for dossier compilation revision and submission at the Core Office PA program and four residency sites.
3. Reviews evaluates and reports department P&T processes. Organizes interprets and analyzes various sources of information to produce administrative reports on dossier progress and resource availability.
4. Responsible for the Departments annual evaluation process for Faculty and Principal Administrative employees. This person works with HR to ensure that the most up-to-date position description template is being used within the Department establishes a timeline for the process and reviews all documents for accuracy before obtaining signatures.
5. Oversees planning and implementation of special events. Serves as liaison to resident and PA program sites and vendors and provides authoritative direction onsite to troubleshoot problems that may arise. Manages historical and comprehensive documentation of special events.
6. Supervises Office Support Specialist extra help student worker(s) and/or other staff as assigned.
7. Composes complex correspondence on behalf of Chair Director and Administrative Director regarding dossiers outside vendors journal manuscripts presentation abstracts minutes reports and other special projects .
8. Answers written and verbal inquiries and resolves problems for the Chair with regard to interpretation of Department and SIU School of Medicine policies and procedures. Serves as liaison and resource both within the Department and with external departments and groups.
9. Manages compiles and submits fringe benefit reports. Responsible for reviewing confidential time reports for employees assigned to the Department Core Office.
10. Answers inquiries and resolves problems for the office with regard to interpretation of Department SIUSOM and SIUHC policies and procedures.
11. Develops collects and coordinates materials needed to assure productive meeting outcomes. Responsible for apprising the Chair and Directors of upcoming meetings and deadlines. Drafts agendas for Department meetings. Responsible for meeting minutes for Department meetings including but not limited to Executive Leadership Forum Program Directors and Administrators meetings.
12. Responsible for overseeing all academic related travel for conferences as it relates to the Department.
13. Performs related duties as assigned.
Fiscal Responsibilities 15%
1. Oversees the expense allocation and reconciliation of expenditures for special all-site departmental events including retreats and practice management seminars.
2. Monitors and reconciles fiscal transactions to insure appropriate spending particularly for restricted accounts.
3. Executes purchases and expenditures utilizing UMS and AIS accounting systems. Reviews routine reports for accuracy.
4. Maintains and reconciles all department Procurement Card purchases.
5. Communicates with vendors and SIUSOM units as necessary to ensure accuracy and validity of billings and payments.
6. Responsible for the Departments fixed assets and inventory management.
Service 5%
1. Acts as a representative for Department Chair and Directors as requested on various committees and/or at professional conferences.
2. Performs related duties as assigned.

Qualifications

Credentials to be Verified by Placement Officer

1. High school graduation or equivalent
2. Any one or any combination totaling five (5) years (60 months) from the following categories:
   1. college course work in business finance accounting or a related field:
      • 60 semester hours or an Associates degree equals one (1) year (12 months)
      • 90 semester hours equals two (2) years (24 months)
      • 120 semester hours or a Bachelors degree equals three (3) years (36 months)
      • Masters degree or higher equals four (4) years (48 months)
   2. progressively more responsible professional managerial and supervisory experience that included experience in areas such as supervising staff or a job function organizing and coordinating office operations and performing duties that lead to knowledge of generally accepted office management principles

*As required by the position to be filled education training and/or work experience in an area of specialization inherent to the position may be required to meet credential requirement #2 above.

Knowledge Skills and Abilities (KSAs)

1. 1. Sensitive to the needs of underrepresented minority populations
   2 Self -starting self-directed problem solver
   3. High levels of initiative and organizational ability to plan prioritize and complete multiple administrative tasks
   under pressure with minimal supervision
   4. Interpersonal communication skills in listening speaking and writing through personal email and telephone
   contact
   5. Computer skills including Microsoft Word Power Point Excel Publisher and Outlook Calendar
   6. Ability to develop and maintain constructive and cooperative working relationships with others
   7. Ability to observe receive organize and request information from various sources
   8. Documentation and recording skills for entering transcribing recording storing or maintaining
   information in written or electronic form

Condition of Employment

Out of State Applicants that apply to Springfield vacancies in classifications in the occupational area of Professional Semi-Professional or Managerial will be subject to the following Condition of Employment : Pursuant to the State University 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 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 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 disabilitysexual orientationprotected veteran status or marital status in accordance with local state and federal law.

Pre-employment background screenings required.

Required Experience:

Junior IC