Office Administrator
Job in
Springfield, Sangamon County, Illinois, 62777, USA
Listing for:
SIU Medicine
Full Time
position
Listed on 2026-01-01
Job specializations:
-
Administrative/Clerical
Healthcare Administration, Business Administration
Job Description & How to Apply Below
Position: Office Administrator (3253)
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Job Description This individual provides administrative support to SIU School of Medicine Trauma and Transplant faculty and providers, as well as personnel at the Southern Illinois Trauma Center at Springfield Memorial Hospital. The incumbent coordinates complex scheduling, correspondence, meeting preparation, and course/event logistics. This position serves as an initial contact for the Trauma Center and assists with educational, clinical, and administrative activities to ensure smooth daily operations.
Examples
of Duties
The following information is intended to be representative of the work performed by 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.
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 (90%)
Provides general administrative support to Transplant Program and Trauma Center leadership, faculty, and staff. Maintains an awareness of section responsibilities and deadlines and updates faculty and leadership as necessary. Attends Departmental and Divisional meetings and participates in the implementation of decisions resulting from these meetings.Answer inquiries and resolve problems that require the interpretation, explanation, and justification of administrative policies and procedures. This requires developing an understanding of Trauma Center policies, procedures and priorities.Participates in the analysis, design, and implementation of office information systems; develops and implements procedures and recordkeeping systems to support administrative functions.Schedule and coordinate Director and assigned faculty daily calendars for various meetings including hospital administration, divisional/departmental meetings, conference calls, and activities in teaching students and residents, using e-mail to coordinate. Electronic calendaring is used. Accurately enter appointments and appearances, make changes as they occur, and notify physician of upcoming events. Virtual meetings are scheduled utilizing computer applications such as Web Ex.Maintains fiscal awareness of operations. Processes purchasing and other fiscal transactions, maintains records of fiscal transaction involving a variety of accounts, and provides advice regarding the appropriateness of requested expenditures, utilizing vouchers, Pcard, PO or other appropriate methods of purchase.Maintain SIU Medicine and SIU School of Medicine P-card accounting in accordance with Procurement Card Program Policies and Procedures. Make purchases in accordance with standard purchasing procedures, verify receipt/delivery of products and/or services, and reconcile monthly statements.Coordinate travel arrangements and accommodations, verify funding and submit proper requisitions and vouchers for reimbursement for assigned faculty for out-of-town meetings and lectures. Maintain awareness of fiscal operations and follow State and University guidelines.Order and maintain office supplies.Solicits and maintains database of State of IL required CME documentation for the trauma surgeons on a quarterly basis.Schedule meetings and/or lectures for local, state, national, and international appearances. Coordinate other activities sponsored by assigned faculty, such as CME symposiums and visiting faculty.Coordinate faculty recruitment by scheduling applicant interviews, creating itineraries, making travel arrangements, organizing interview materials, and submitting vouchers for reimbursement.In collaboration with the Trauma Program Manager, generates the agenda for the monthly Trauma Multidisciplinary meeting.…
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