Office Manager

Position: Office Manager (3266)

Description

The Office Manager provides direct administrative support to the Associate Dean for cHOP, cHOP Pillar Leaders, and departmental staff. This role serves as the central point of coordination for cHOP's non‑medical consulting services, annual training programs, and various departmental activities. The Office Manager ensures operational excellence through proactive communication, event coordination, and process management, supporting the overall mission of the School of Medicine.

Examples

of Duties

The following is intended to be representative of the work performed by the incumbent in this position and is not all‑inclusive. The omission of a specific duty or responsibility will not preclude it from the position if the work is similar, related or a logical extension of position responsibilities. The incumbent may be assigned additional responsibilities as needed.

Demonstrates, by actions, commitment to the mission and the behavioral standards of SIU School of Medicine. Provides excellent service to both internal and external customers through collaboration and partnership; compassion and respect; integrity and accountability; diversity and inclusion; as well as continuous learning and improvement.

Administrative and Programmatic Support (30%)

Coordinate day‑to‑day operations for the department and provide specialized support for cHOP's non‑medical consulting services and annual training programs.

Independently manage logistical arrangements for trainings, workshops, and consulting services, including scheduling, communications, space reservations, and materials preparation.

Serve as a liaison between cHOP and internal/external stakeholders, providing information, ensuring alignment with policies, and facilitating timely communication.

Draft and prepare correspondence, reports, and memoranda on behalf of cHOP leadership, incorporating appropriate research and formatting.

Screen and triage calls, emails, and visitors, resolving routine inquiries and directing more complex issues to appropriate team members.

Maintain awareness of departmental operations and proactively facilitate follow‑up on time‑sensitive issues.

Calendar, Travel, and Event Management (25%)

Maintain calendars and schedules for the Associate Dean and cHOP team members; coordinate meetings and events related to consulting and training programs.

Organize travel for cHOP personnel, including bookings, reimbursements, and itineraries.

Manage space reservations, A/V requirements, catering, and event logistics for departmental activities and consulting engagements.

Procurement and Recordkeeping (25%)

Manage departmental purchasing and P‑Card transactions; ensure proper documentation and reconciliation of expenses.

Maintain confidential records, time reports, appointment files, and event logs in accordance with university and departmental protocols.

Prepare and follow up on invoices related to consulting services and track associated financial transactions.

Technology and Communication (5%)

Support updates and content management for the cHOP Hive page and website.

Attend pillar and department meetings; take and upload meeting minutes to the team site.

Maintain current mailing and posting lists for events and ensure timely communication and distribution of materials.

Event and Education Coordination (10%)

Assist with planning and execution of cHOP-sponsored activities, including Regularly Scheduled Series (RSS) and workshops.

Liaise with presenters and participants to ensure necessary forms and evaluations are completed and submitted.

Other Responsibilities (5%)

Participate in department‑led initiatives, trainings, and special projects as assigned.

Demonstrate a commitment to the mission and values of SIU School of Medicine, including collaboration, respect, inclusion, integrity, and continuous improvement.

Perform other related duties as assigned.

Qualifications

High school diploma or equivalent.

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

Knowledge, Skills, and Abilities (KSAs)

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