Administrative Assistant
Job in
Springfield, Sangamon County, Illinois, 62777, USA
Listing for:
SIU Medicine
Full Time
position
Listed on 2026-02-16
Job specializations:
-
Administrative/Clerical
Healthcare Administration
Salary/Wage Range or Industry Benchmark: 60000 USD Yearly
USD
60000.00
YEAR
Job Description & How to Apply Below
Position: Administrative Assistant (0171)
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Responsibilities
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.
Using independent judgment provides administrative support to the Chair, Assistant to the Chair and Business Administrative Associate of the Department of Obstetrics and Gynecology in all phases of their activities (i.e., administrative, research, clinical and budgetary where appropriate, etc.). Gathers materials, data and documentation (some of which is highly confidential in nature) and compiles such data into reports or other formats for distribution to faculty and staff of the Department of Obstetrics and Gynecology and other School of Medicine Departments, as appropriate.
Assures an open line of communication with all Department faculty, residents, students and staff, as well as other personnel within the medical school and the outside medical community.As a supervisor within the department, serves on the Department's Administrative Team. The purpose of this team is to discuss and create departmental policies, budget issues and/or processes, prioritize staff needs, and work to keep communications open between various entities within the department, i.e., nursing staff, reception staff, clerical staff, billing staff and other support staff. Input is required for an increase of expenses in the administrative areas (staffing, purchasing equipment, etc.).
The Administrative Team meets routinely to resolve any operational clinic and non-clinic issues.Directly supervises and coordinates the clerical staff of the department to include hiring staff, coordinating training activities for new staff and securing or providing ongoing training for existing staff. Arranges coverage for absences of staff. Arranges appropriate telephone coverage for staff, and monitors performance and workload of staff in conjunction with appropriate faculty. Completes annual performance evaluations of staff.Purchase non-clinical equipment and supplies using the Healthcare Procurement card utilizing various funding sources in the department. Request and complete PO's as need for purchases which may be required.Arranges itineraries for visiting faculty candidates. Works with candidates from initial contact with the department to secure interview dates, travel and lodging arrangements, and tours of Springfield and area with realtor for candidate and spouse, as applicable. Continues to be initial contact person throughout interview process in the absence of Chair and Assistant to the Chair. Assists applicant in completion of managed care, hospital privilege and licensure paperwork upon hire of applicant.
Works with candidate and SIU staff upon arrival to and start of work at SIU.Arrange maintenance and repair of all departmental office equipment, including telephones, copiers, and office equipment. Coordinate all telephone and pager services within the department, requesting repairs, new service, service changes, etc. Work with telecommunications staff at SIU regarding telephone inquiries.Coordinate and complete paperwork for all hires and personnel, position changes in the department to include civil service, administrative principal staff and faculty. Initiate paperwork to open positions, track activity for each position and follow to hire and start of new position. Acts as liaison between Human Resources and the Assistant to the Chair.Maintains all department of Obstetrics and Gynecology personnel and department files for Faculty, Chair and Assistant to the Chair.In accordance with department, university and governmental policies, monitors ethics time sheets, conflict of interest forms, confidentiality statements, and license expiration and/or renewals.Act as point of contact for CLIA lab certifications for all locations.Coordinate with facilities…
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