Office Support Associate; U Job Springfield area,Illinois USA,Administrative/Clerical

Position: Office Support Associate (U) (0846)

Job Overview

Benefits: medical insurance, dental insurance, life insurance, paid time off, paid holidays, sick time, extended sick time, tuition reimbursement, 403(b), retirement plan.

Responsibilities Administrative (90%)

Maintain physicians' electronic calendars by scheduling appointments including meetings, conferences, interviews and seminars, making changes as they occur and notifying physician of upcoming events.

Notify SIU Surgery clinic personnel, and administrative nurse of assigned faculty's vacation, conference schedule, out of town trips, and absences due to illness, using proper forms provided. Submit clinic cancellation requests, as needed.

Screen and prioritize all daily incoming mail.

Maintain filing systems of administrative, personnel, research, manuscript, and reprint files.

Track and file documentation of CME credits. Monitor, advise of deadlines and assist with forms submissions for SIU and hospital credentialing/reappointments, and renewals of licenses and professional society memberships, for assigned faculty.

Transcribe and type complex correspondence, including but not limited to letters of recommendation, medical reports, grant applications, manuscripts, abstracts, slides for scientific presentations, statistical reports, research projects, curriculum vitae, teaching materials, evaluation reports, and other projects.

Schedule appointments for assigned faculty, including: meetings, conferences, interviews, and seminars.

Coordinate travel arrangements and accommodations, verify funding and submit proper requisitions and vouchers for reimbursement for out-of-town meetings and lectures.

Provide administrative staff support to assigned faculty through efficient coordination of activities, projects and meetings. Provide secretarial support to Plastic Surgery staff and Advanced Practice Providers (APPs) as needed.

Maintain inventory of office supplies, placing orders as needed using Office Depot account and/or other vendors as required.

Attend Departmental and Divisional meetings and participate in the implementation of decisions resulting from these meetings.

Maintain awareness of fiscal operations and follow State and University guidelines.

Perform complex computer skills using a variety of software applications such as Microsoft Word, Excel, and PowerPoint.

Prepare absence requests and monthly ethics sheets in Laserfiche for assigned faculty.

Provide phone coverage and clerical support for lunch breaks, absences of personnel or vacancies. Assist other Divisional or Departmental secretaries as necessary or as directed by Administrative Assistant and/or Health Care Administrator III.

Prepare print requisitions for materials to be printed by SIU Print Shop.

Maintain SIU Health Care and SIU School of Medicine p‑cards accounting in accordance with Procurement Card Program Policies and Procedures, including making purchases in line with standard purchasing procedures.

Clinical (5%)

Receive and handle patient calls of a sensitive, confidential and/or complex nature. If necessary, properly route to insurance/billing personnel, appointment/reception desk, nurse, residence, or physician. Send and receive patient reports via fax to/from hospitals, other physicians, and health care facilities and distribute appropriately.

Keyboards medical correspondence and reports of a confidential and sensitive nature.

Other Duties (5%)

Performs other duties as required or assigned which are reasonably within the scope of the duties described above.

Qualifications Credentials to be Verified by Placement Officer

High school diploma or equivalent.
Any one or combination totaling eighteen (18) months from the categories below:
College coursework in any curriculum as measured by the following conversion table or its proportional equivalent: 30 semester hours equals one (1) year (12 months);
Associate's Degree (60 semester hours) equals eighteen months (18 months).
Work experience performing office/clerical activities, including the use of computer systems.

Knowledge,

Skills and Abilities

(KSAs)

Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Knowledge of computers and computer systems (including hardware and software) to enter data, or process information.
Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
Skill in communicating effectively, both verbally and in writing as appropriate for the needs of the audience.
Skill in decision making by considering the relative costs and benefits of…