Office Manager (U) (3266)

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This position provides administrative support to the Program Director, Medical Director, faculty
and administrative staff of the Center for Family Medicine in Springfield and the SIU-Springfield
Family Medicine Residency Training Program.

*This position is ON SITE only*

ADMINISTRATION 100%
Administrative Support for Springfield Center Leadership and Faculty Program
1. Answers the main administrative office line. As the administrative phone operator,
handles routine phone requests or transfers to the appropriate unit.
2. Greets patients and guests as they present to the administrative waiting are. Assist
visitors with request as appropriate.
3. Keeps department lists and mailboxes up to date with current employees. These lists
include but are not limited to the department's phone list, birthday list, provider team list
and emergency group lists.
4. Coordinates the interview process for all civil service vacancies and ensures the
evaluation process is complete by the interview team.
5. Assists the Healthcare Administrator and schedule coordinator with Outlook calendars
for the faculty and administrative professional staff. This includes entering monthly
activities and making changes based on clinical duties changing. Also assists the
schedule coordinator in double-checking accuracy of schedules and monthly call, etc.
Revised: 08/03/26
6. Assists the Health Care administrator with the annual faculty evaluation process.
Responsible for making packets for the providers and evaluators which contains
confidential information.
7. Prepares print requisitions, physical plant requests and maintenance requests as
needed. Generate print requests for paper, envelopes, business cards, forms and
special print requests. Request various items for new hires including keys, key cards,
phones, etc.
8. Liaison responsible for collecting all casual day and special day donations.
9. Responsible for assisting all faculty and staff with shipping needs and for receiving all
packages and ensuring they are delivered to the appropriate party.
10. Trains staff and faculty on all office equipment including new copiers, fax machines, etc.
11. Manages office supply inventory and processes orders when needed. Works with the
administrator to establish a yearly budget for office supplies. Ensures that the funds are
spent appropriately and the Center stays within yearly budget.
12. Organizes incoming mail for the Site Medical Director, Program Director, Director of
Clinical Operations, Associate and Assistant Program Directors and routes
appropriately, bringing urgent information to the attention of the Supervisor.
13. Creates the faculty meeting agendas with collaboration from the Site Medical Director,
Director of Clinical Operations, Program Director and Administrator. Distributes agenda
to all faculty members prior to the meeting. Ensures the meeting room is set up
appropriately and takes attendance.
14. Composes initial draft of faculty meeting minutes and complete the final copy for
distribution.
15. Transcribes and manages sensitive, confidential patient and resident information, as well
as sensitive and confidential information contained in minutes, letters and other
documents.
16. Serves as a back up to the Health Information Specialist in sorting and distributing
incoming mail.
17. Organize all travel for FCM Springfield for business and continuing education purposes.
Make all travel arrangements and arrange payment.
18. Create and maintain a supply of New Patient folders to be distributed by the Front
Desks.
19. Maintain meeting room schedules for all conference rooms
20. Assist Physician's Assistant program with clerical support.
21. Provide administrative support to medical student training, physician assistant training
and other learner programs at the Center.
22. Provide backup and coverage for the Administrative Assistant when needed.

Credentials to be Verified by Placement Officer

1. High school diploma or equivalent.
2. Two (2) years (24 months) of work experience comparable to the third level of this series.

Knowledge, Skills & Abilities (KSA's)

1. Knowledge of administrative and administrative procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
2. 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.
3. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
4. Knowledge of computers and computer systems (including hardware and software) to enter data, or process information.
5. Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
6. Skill in communicating effectively, both verbally and in writing as appropriate for the needs of the audience.
7. Skill in decision making by considering the relative costs and benefits of potential actions and choosing the most appropriate one.
8. Ability to understand written sentences and paragraphs in work related documents.
9. 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).
10. Ability to apply general rules to specific problems to produce answers that make sense.
11. Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
12. Ability to choose the right mathematical methods or formulas to solve a problem.
13. 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.

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.

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 https://www.siumed.edu/police-security. 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.