Office Manager (U) (3266

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This position provides administrative support to the Program Director, Medical Director, faculty and administrative staff of the Center for Family Medicine in Springfield and the SIU-Springfield Family Medicine Residency Training Program.

* This position is ON SITE only*

Administration 100%

• 1. Answers the main administrative office line. As the administrative phone operator, handles routine phone requests or transfers to the appropriate unit.
• 2. Greets patients and guests as they present to the administrative waiting are. Assist visitors with request as appropriate.
• 3. Keeps department lists and mailboxes up to date with current employees. These lists include but are not limited to the department's phone list, birthday list, provider team list and emergency group lists.
• 4. Coordinates the interview process for all civil service vacancies and ensures the evaluation process is complete by the interview team.
• 5. Assists the Healthcare Administrator and schedule coordinator with Outlook calendars for the faculty and administrative professional staff. This includes entering monthly activities and making changes based on clinical duties changing. Also assists the schedule coordinator in double-checking accuracy of schedules and monthly call, etc. Revised: 08/03/26
• 6. Assists the Health Care administrator with the annual faculty evaluation process. Responsible for making packets for the providers and evaluators which contains confidential information.
• 7. Prepares print requisitions, physical plant requests and maintenance requests as needed. Generate print requests for paper, envelopes, business cards, forms and special print requests. Request various items for new hires including keys, key cards, phones, etc.
• 8. Liaison responsible for collecting all casual day and special day donations.
• 9. Responsible for assisting all faculty and staff with shipping needs and for receiving all packages and ensuring they are delivered to the appropriate party.
• 10. Trains staff and faculty on all office equipment including new copiers, fax machines, etc.
• 11. Manages office supply inventory and processes orders when needed. Works with the administrator to establish a yearly budget for office supplies. Ensures that the funds are spent appropriately and the Center stays within yearly budget.
• 12. Organizes incoming mail for the Site Medical Director, Program Director, Director of Clinical Operations, Associate and Assistant Program Directors and routes appropriately, bringing urgent information to the attention of the Supervisor.
• 13. Creates the faculty meeting agendas with collaboration from the Site Medical Director, Director of Clinical Operations, Program Director and Administrator. Distributes agenda to all faculty members prior to the meeting. Ensures the meeting room is set up appropriately and takes attendance.
• 14. Composes initial draft of faculty meeting minutes and complete the final copy for distribution.
• 15. Transcribes and manages sensitive, confidential patient and resident information, as well as sensitive and confidential information contained in minutes, letters and other documents.
• 16. Serves as a back up to the Health Information Specialist in sorting and distributing incoming mail.
• 17. Organize all travel for FCM Springfield for business and continuing education purposes. Make all travel arrangements and arrange payment.
• 18. Create and maintain a supply of New Patient folders to be distributed by the Front Desks.
• 19. Maintain meeting room schedules for all conference rooms
• 20. Assist Physician's Assistant program with clerical support.
• 21. Provide administrative support to medical student training, physician assistant training and other learner programs at the Center.
• 22. Provide backup and coverage for the Administrative Assistant when needed.

Credentials to be Verified by Placement Officer

Knowledge, Skills & Abilities (KSA's)