Administrative Aide (0058)

The primary purpose of this position is to coordinate and integrate activities of the Department of Pediatrics with other activities in the School of Medicine, SIU HealthCare and St. John's Children's Hospital. This position provides support to the Department Administrative team regarding various administrative/organizational matters. This position shall coordinate and integrate activities of the Department with the other activities in the School of Medicine, SIU HealthCare and affiliated hospitals, manages projects and works with confidential personnel records, salary information, financial and confidential reports for the Department of Pediatrics. The Administrative Aide actively participates in the administration of day-to-day operations of Pediatric Department functions and duties; hiring, training, remediating, supervising and evaluating performance of support staff. The duties performed require extensive knowledge of SIU, SIU HealthCare, credentialing, and the Department of Pediatrics.

ADMINISTRATION 100%
1. Provides administrative support to the Department of Pediatrics Administration. This includes the Healthcare Administrator Ill, Healthcare Administrator II, Finance Director and Nurse Administrator and Charge Nurses. Prioritizes and manages appointments, meetings, and related activities. Sends invites on behalf of administrators.
2. Supervises the support staff for the Department of Pediatrics in the Pavilion. Works directly with Human Resources to ensure actions fall within the university guidelines.
3. Responsibilities include:
a) Interviewing
b) Hiring recommendations
c) Coaching and counseling with documentation
d) Initiating disciplinary action
e) Providing routine feedback to team members
f) Completing evaluations on time
g) Job description development and update
h) Staff development
4. Develops, directs, and oversees orientation/training of new office support hires to the department. Oversees/assists with the development of training manuals for all assigned areas and ensures that they remain up to date.
5. Cross trains as an office support team member in the Department and provides back up as needed being familiar with duties of all areas to be able to provide back up support coverage. Coordinates and participates in support staff coverage. Requires functional knowledge of IDX, New Innovations, UMS, Webex, and OAS.
6. Provides back-up administrative support to the Chair and Assistant to the Chair of Pediatrics.
7. In conjunction with the Assistant to the Chair, coordinate and conduct monthly meetings for support staff to review department, school, SIU HC activities and new policies to problem solve in areas of concern with administration.
8. Request scholarly activities every 6 months from office support staff performed by their Providers. Post new activities on Pediatric bulletin board and remove outdated ones. Scan removed activities to the Pediatric directory.
9. Coordinates the yearly evaluation process for faculty and administrative/ professional staff:
a) Collects data;
b) Prepares faculty performance spreadsheet and evaluation forms;
c) Works with faculty/support staff to update position descriptions;
d) Collects updated Curriculum Vitae;
e) Schedules appointments with the Chair for the review; and
f) Sends updated position description and memo from the Chair to Human Resources, files copy in drop file, and sends copy to faculty/PA member.
1 0. Complete setup of all new department employees prior to corresponding start dates: adding to listserv, staff lists, file folder creation, update organizations charts, etc.
11. Initiate and complete employee exit process.
12. Process Provider travel requests after review by the Department Chair in coordination with business office and office support staff - send notification of approval/denial and complete filing process. Maintains calendar for appropriate approved faculty and AP travel.
13. Assist the Administrative Assistant with the Dossier process and assist office support staff with questions and compiling of the documents needed.
14. Manages and controls multiple confidential and sensitive documents and information. Confidentiality is essential.
15. Drafts communications and documents for review for spelling, punctuation, formatting, and modifies as needed.
16. Assists the Administrative Assistant with organization of the annual On Par for Pediatrics Golf Outing. This includes but no limited to facilitating meetings, obtaining bids from vendors, obtaining gift items, making gift bags, organizing the presentation and dinner.
17. Assists Pediatric Administrative Team in organization and facilitating employee appreciation events or other department events such as recruitment/interview support which includes but not limited to ordering items, food, escorting candidates and reserving appropriate locations.
18. Provides back up support for onboarding new Pediatric providers.
19. Serves as a Pediatric departmental liaison to the Credentialing Department and meets regularly with Credentialing Department representatives.
20. Manages MDapp and facilitates/supports the Provider re-credentialing process.
21. Serves as the Pediatric resource person for any issues related with the re-credentialing process which includes but not limited to tracking required certifications, assisting providers with renewals and working with appropriate facility medical staff personnel to facilitate scheduling.
22. Assists with license renewal for Faculty, AP, civil service staff and contracted providers.
23. Prepares and processes contracts and accompanying forms for Volunteer Faculty appointments and re-appointments. Maintains report of voluntary appointments with name, address, rank, appointment term and specialty. Periodically reconciles to institutional reports in Human Resources and the Dean's Office.
24. Makes purchases and maintains an accurate account of all assigned procurement card transactions according to University, P&S and State purchasing guidelines. Reconciles Peard transactions weekly through JP Morgan website, specifically related to onboarding and recruitment. Posts Peard transactions in UMS and prepares transaction documents to correct errors as directed. Maintains itemized records of expenditures. Maintains orderly files for financial and departmental records.
25. Maintains and updates the department organization charts, staff lists, emergency contact spreadsheet, and phone lists.
26. Other duties as assigned.

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 Associate's degree equals one (1) year (12 months)
      • 90 semester hours equals two (2) years (24 months)
      • 120 semester hours or a Bachelor's degree equals three (3) years (36 months)
      • Master's degree or higher equals four (4) years (48 months)
   2. progressively more responsible general or specialized office experience which included aspects of supervising staff or a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles
      
      

If you require assistance, please contact the Office of Human Resources at hrrecruitment@siumed.edu or call 217-545-0223 Monday through Friday, 8:00am-4:30pm.

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