Office Manager; Alton Job Alton area,Illinois USA,Administrative/Clerical

Position: Office Manager (Alton) (3266)

Description

This position provides administrative support to the faculty and administrative staff of the SIU Alton Family Medicine Residency Program and provides administrative support for research and scholarly activity. This position is ON SITE only.

Examples of Duties

25% Administrative Support for the SIU Alton Program Director and Associate Chair for Research and Scholarly Activity

Organizes daily activity of the Associate Chair of Research and the SIU Alton Program Director, maintaining a calendar of commitments.

Coordinates department Grand Rounds and other departmental education events.

Organizes Research and Scholarly Activity Committee meetings, including agenda and scheduling, attends meetings, and prepares and distributes minutes as directed.

Provides administrative support for Research & Scholarly Activity Core faculty including manuscript preparation and layout, checking references and citations for accuracy, and communicating with authors and publishers, if needed.

Searches for, gathers, and organizes grant-related materials, articles, etc., as requested by the Program Director and/or Associate Chair for Research.

Attends meetings for the Alton site and Department as directed.

Maintains a comprehensive filing system for the Associate Chair of Research which may include sensitive and confidential information.

Provides administrative support for publication and presentation activities of Associate Chair of Research and Research Core and faculty as directed.

75% Administrative Support for SIU Alton Program and Faculty

Assists with resident and faculty recruitment efforts as needed.

Coordinates annual performance reviews for faculty and staff, prepares forms, and updates position descriptions per HR requirements.

Maintains Alton specific and Department lists and files, including CVs, position descriptions, and schedules.

Serves as liaison for booking conference rooms, scheduling video conferences, and manages Alton Residency Program room utilizations in accordance with guidelines.

Manages office inventory and processes orders when needed. Works with the Program Coordinator to establish yearly budgets for office supplies and ensures that funds are spent appropriately.

Coordinates guest speaker appearances to faculty meetings and ensures guest speakers have appropriate equipment.

Prepares print requisitions, physical plant requests, and maintenance requests as needed.

Coordinates special events, including ribbon cuttings and annual celebrations and initiates paperwork for events which may require the Dean's approval.

Assists Program Coordinator with Program schedules, including SIU Alton Program general schedules, New Innovations, Amion, and residency rotation schedules.

Assists residency faculty and chief resident with the residency didactic calendar, including coordination of outside speakers for resident education sessions.

Coordinates arrival and maintains schedule for any outside learners, including medical students, PA students, or others.

Provides support and assists in orientation of new faculty and staff.

Trains staff and faculty on all office equipment including new copiers, fax machines, etc.

Manages office supply inventory and processes orders when needed.

Coordinates faculty time off, travel requests, and reimbursement requests for faculty travel.

Serves as the promotion and tenure coordinator for the Alton site. Works closely with the FCM Department Administrative Core for all Alton-related promotions. Keeps comprehensive filing system for faculty dossiers and assists faculty with documentation compilation and formatting.

Qualifications

Credentials to be Verified by Placement Officer

High school diploma or equivalent.

Two (2) years (24 months) of work experience comparable to the third level of this series.

Knowledge, Skills & Abilities (KSA's)

Knowledge of administrative and administrative procedures and systems such as word processing, managing files and records, and other office procedures and terminology.

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.

Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Knowledge of computers and computer systems (including hardware and software) to enter data, or process information.

Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.

Skill in communicating effectively, both verbally and in writing as appropriate for the needs of the audience.

Skill in decision making by considering the relative costs and benefits of potential actions and choosing the most appropriate one.

Ability to understand written sentences and paragraphs in work related documents.

Ability to arrange things or actions in a certain order or pattern according to a…