Office Manager (U)

This position is responsible for various administrative support to the department of Obstetrics and Gynecology. This includes support for all divisions and clinics, as well as department administration.

I. Purchasing and Accounting 90%
A. Departmental and Clinical Purchasing Responsibilities
1. Initiate, coordinate, and implement departmental purchasing activities, paying careful attention to identify the proper funding source for each purchase.
2. Responsible for placing orders for all clinical and research purchase of commodities, pharmaceuticals, equipment, etc.
a. Work with clinical nursing staff and research personnel to accomplish the following :
1. Clarify specifics of an order.
11. Contact vendors for availability and pricing information.
111. Obtain quotes from vendors for equipment purchases and availability of products.
Iv. Update ordering information.
v. Arrange for return of unwanted items.
b. Work with vendors to establish ship to and bill to accounts for the various clinic and research laboratory locations within the Department.
3. Prepare all department purchase requisitions to establish blanket purchase orders, encumbering funds for payment of services, supplies, etc. per School of Medicine and University requirements.
4. Place orders with outside vendors via telephone, FAX, written correspondence, etc.
a. Initiate contact with sales representative or vendor customer service.
b. Confirm pricing and availability of any purchase discounts or promotions.
c. Providing purchase order numbers, when applicable.
d. Confirm and/or provide billing and shipping address in format ion.
e. Provide credit card information for payment if allowed under the PCard guidelines.
f. Confirm ship dates and arrange for any extraordinary delivery needs.
5. Prepare forms to adjust Purchase Orders as necessary.
6. Follow up on the receipt and acceptance of orders in AlS to allow payment to be processed.
7. Act as the Departmental PCard Reviewer for all Department of OB/GYN user transactions.
a. Prepare and/or review completed PCard Transaction forms for all staff PCard transactions to ensure the accurate and timely processing of transactions.
b. Ensure receipts and all relevant support documentation is provided by the cardholder for PCard transactions.

B. Department and Clinical Accounting Responsibilities
Assist Administrative Aide with processing
1. Process disbursements, preparing Invoice Distribution Vouchers to pay all departmental bills, ensuring that:
a. Pertinent invoice numbers are identified.
b. Payment is designated out of appropriate departmental account.
c. Paperwork conforms to University and School of Medicine policies.
d. Appropriate signatures are obtained on the voucher in blue ink.
e. Appropriate documentation is attached.
f. Copies are sent to all pertinent parties.
g. Electronic and/or paper filing system is maintained and updated.
2. Prepare miscellaneous forms, when necessary, to correct expenditure charge errors, transfer funds between departmental cash accounts , transfer funds to other departments for payment for goods or services, etc.
3. Review documentation submitted and prepare Travel Voucher for employee reimbursement of travel expenses in accordance with University and SIU Medicine policies.
1. Assist staff with process and completion of the authorization for travel and reimbursement form.
11. Maintain a travel reimbursement form for faculty and staff to use.
iii. Work with staff to clarify questions related to the request for travel reimbursement and ensure all relative documentation is included.
iv. Obtain necessary signatures and forward to OOTC to be processed.
4. Maintain computer bookkeeping system, entering blanket purchase order totals, payments processed via vouchers, PCard payment transactions

C. Department Administrative and Reporting Responsibilities
1. Work closely with Department Business Administrative Associate, assisting with monthly account reconciliations, voucher searches, filing, etc.
2. Update the Expenditures spreadsheet monthly from the Funds Available Report and post to department drive.
3. Download and reformat the monthly telecommunications bill for the Department of OB/GYN. Create an excel document totaling each months' bills for the clinical account and departmental academic account. Forward reformatted bill to Administrator.
4. In conjunction with the OB/GYN Administrative Aide, coordinate all building repair and maintenance work orders to SIU Medicine CPSO, St John's Hospital and/or SIU Medicine Clinical Operations.
5. Work with the OB/GYN Administrative Aide, on the coordination of all orders for the SIU Print Shop.
6. Responsible for clinical and administrative equipment inventory and tracking in accordance with SIU Medicine Academic and Clinical guidelines. Conduct annual inventory audit of equipment and coordinate equipment transfers to Surplus Property.

II. Administrative Support 5%
Will provide back up for front desk staff and may be asked to assist in front desk coverage in times of a secretarial absence. This will include being primary contact for visitors to the Department as well as primary telephone contact for administrative phones.

III. Other Duties as Assigned 5%

1) High School graduate or equivalent; AND
2) 24 months of clerical/office support work experience comparable to that performed at the Office Support Specialist level of this series or in other positions of comparable responsibility performing duties including, but not limited to, maintains a calendar of operating or administrative commitments; gathers, provides and interprets information; coordinates unit operational projects, meetings, conferences and travel arrangements; prioritizes the principal(s)' mail and drafts initial responses of the activities of the principal(s); and composes correspondence and reports requiring knowledge of the activities of the principal(s) and/or the procedures of the unit.

If you require assistance, please contact the Office of Human Resources at hrrecruitment@siumed.edu or call 217-545-0223 Monday through Friday, 8:00am-4:30pm.

The mission of Southern Illinois University School of Medicine is to optimize the health of the people of central and southern Illinois through education, patient care, research and service to the community.

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"Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act."

Southern Illinois University School of Medicine is an Affirmative Action/Equal Opportunity employer who provides equal employment and educational 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 required.