Administrative Assistant

Job Description

This position is an Administrative Assistant in the Department of Neurology to assist the Chair, the Department Administrator/Assistant to the Chair, and other neurology faculty and clinicians with a variety of administrative tasks. The role is onsite only.

• ADMINISTRATION RESPONSIBILITIES 80%
  • Maintain awareness of the office operations and establish interpersonal relationships among department staff, the School of Medicine, SIU Medicine, Springfield Memorial Hospital and St. John’s Hospital.
  • Support the Chair, Department Administrator and faculty with scheduling, calendar management, meeting coordination, and preparation of materials.
  • Answer inquiries and resolve problems regarding department, school and SIU policies.
  • Notify stakeholders of last‑minute schedule changes and coordinate coverage for faculty absences.
  • Arrange travel, prepare itineraries, maintain travel files, and manage travel expense documentation.
  • Type and edit confidential materials (grants, reports, presentations, manuscripts) and compose correspondence.
  • Prepare reports and compile data using various resources.
  • Screen incoming calls and mail, build calendars, and circulate mail as needed.
  • Coordinate and maintain conference‑room electronic calendars and handle room usage conflicts.
  • Staff faculty meetings, including video conferencing, agenda distribution, minutes, and attendee records.
  • Oversee the planning and execution of departmental special events, ensuring compliance with SIU policies.
  • Lead the Department Emergency Evacuation Plan, liaising with Environmental Health and Safety.
  • Organize Neurology Grand Rounds and educational sessions, manage speaker logistics, marketing, and attendance tracking.
  • Enter neurology staff call schedules into the online platform and notify contacts for EEG/IOM coverage.
  • Assist with credentialing, visa processes, license renewal tracking, and procurement card usage for approved expenses.
  • Support faculty recruitment, manage interviews, travel, and reimbursements.
  • Maintain online listservs, bi‑annual newsletter, and collaborate on website editing.
  • Coordinate depositions, annual evaluations, and promotion/tenure dossiers.
  • Maintain Neurology Standard Operating Procedures for office support staff.
  • Assist with holiday parties, staff appreciation events, and marketing efforts.
• ORGANIZATIONAL RESPONSIBILITIES 10%
  • Coordinate the annual evaluation process for faculty, administrative professionals, and civil‑service staff.
  • Maintain official position descriptions and confidential personnel files.
  • Update record‑keeping and filing systems, and manage Central administrative files as required.
• OTHER DUTIES 10%
  • Sort departmental mail and faxes in rotation with other support staff.
  • Assist with video‑conference equipment operation and contact IT with technical issues.
  • Provide coverage for other support staff and serve as backup timekeeper for payroll.
  • Perform other duties as assigned.

Out‑of‑state applicants applying to this position must establish Illinois residency within 180 calendar days of their start date, pursuant to the State University Civil Service System.

Southern Illinois University School of Medicine is an affirmative action/equal opportunity employer. We provide equal employment opportunities for all qualified persons without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, protected veteran status, or marital status, in accordance with local, state, and federal law.

Pre‑employment background screenings are required.