Office Administrator

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The function of this position is to serve as Office Administrator providing administrative support to the Professor / Chair of the Department of Otolaryngology and the Assistant to the Chair in the Department of Otolaryngology. This position provides all necessary administrative support to maintain the smooth and efficient operation of the Department of Otolaryngology.

• Provides executive assistance to the Department Chair’s office in planning, setting priorities and facilitating/coordinating Departmental activities and informing physicians of issues and activities within the Department.
• Prepares agenda, takes minutes and transcribes all Department Faculty meetings. Keep a permanent record in the Chair’s office of all meeting minutes and materials.
• Provides administrative support on Departmental projects which deal with sensitive issues and need confidential handling, i.e. faculty tenure and dossier, faculty, resident, student and employee evaluations.
• Coordinates and maintain the physician’s schedule and the identification and preparation of necessary material required for each Departmental meeting and/or project.
• Reviews and update documents prepared by the Department Chair for presentations, and meeting schedules.
• Coordinates the faculty recruitment procedures for the Department of Otolaryngology by sending letters in the US and Canada regarding open positions. Schedules and makes all arrangements for Candidates by planning travel, hotels, social functions, itineraries, vouchering and distributing appropriate information to interviewing faculty.
• Coordinates meetings with the administrative staff within the Department of Otolaryngology, School of Medicine and SIU Healthcare.
• Responds to correspondence and calls from Departmental faculty and staff, (many being sensitive and confidential) regarding Departmental issues.
• Maintains fiscal awareness of operations with respect to purchasing and disbursement. Regular use of the P-Card account(s) for payment of Departmental expenses.
• Maintains files consisting of administrative, personnel and research with particular emphasis on highly sensitive and confidential files on faculty, residents, students and staff.
• Serves as a liaison for the Department in communication with other institutions, hospitals, outside organizations and other Departments.
• Maintains the Department Chair and faculty activity records including licensing, membership dues to professional societies, association and journals.
• Serves as liaison and trouble‑shooter for the Otolaryngology Faculty regarding hospital credentialing with SIU Healthcare Managed Care Office.
• Ensures that a 6‑month call schedule for Otolaryngology is prepared, circulating schedules to all physicians who will take call, double check for irregularities once a rough draft has been complied, distribute the final schedule and then maintains the master schedule for which all changes are recorded.
• Prioritizes and follows through on projects to completion independent of supervision. Meets with the Chair on an as needed basis to keep updated of obligations. Maintains an overall awareness of Chair’s activities.
• Maintains the Chair’s schedule, including office appointments, surgeries, meetings, conferences, activities, and lectures at the local, national and international level, visiting professorships, and representation for national societies and local organizations. Maintains awareness of teaching obligations each day and throughout the calendar year.
• Composes drafts of correspondence and compiles records without direct supervision and with minimal guidance. Reviews documents prepared by Chair’s for appropriate language, spelling, punctuation, etc. Reviews and updates projects and meeting schedules on a daily basis. Prioritizes and distributes all incoming and outgoing mail.
• Makes travel arrangements for attendance at meetings when requested. Assures the proper format for presentations, abstracts, and publications to be submitted to…