Administrative Assistant (0171)

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This position is responsible for overseeing administrative functions of the Department of Family & Community Medicine and the Department Chair with specific responsibilities regarding faculty promotion and tenure across the department including the Core Office, PA program and five residency sites. This position will have decision making discretion for allocating department resources that include collaboration with other SIUSOM departments and offices,
as well as external partners. This position will supervise an Office Support Specialist.

The following information is intended to be representative of the work performed by incumbent in this position and is not all-inclusive. The omission of a specific duty or responsibility will not preclude it from the position if the work is similar, related, or a logical extension of position responsibilities.
Demonstrates, by actions, commitment to the mission and the behavioral standards of SIU School of Medicine. Provides excellent service to both internal and external customers through collaboration and partnership; compassion and respect; integrity and accountability; diversity and inclusion; as well as continuous learning and improvement.

Administrative 80%
1. Advises and provides executive support to the Chair, Assistant to the Chair, and other Directors on various department and School of Medicine matters. Maintains and communicates overview of departmental responsibilities and deadlines.
2. Supervises and trains staff on departmental Promotion and Tenure (P&T) processes for dossier compilation, revision, and submission at the Core Office, PA program and four residency sites.
3. Reviews, evaluates and reports department P&T processes. Organizes, interprets, and analyzes various sources of information to produce administrative reports on dossier progress and resource availability.
4. Responsible for the Department's annual evaluation process for Faculty and Principal Administrative employees. This person works with HR to ensure that the most up-to-date position description template is being used within the Department, establishes a timeline for the process and reviews all documents for accuracy before obtaining signatures.
5. Oversees planning and implementation of special events. Serves as liaison to resident and PA program sites and vendors and provides authoritative direction onsite to troubleshoot problems that may arise. Manages historical and comprehensive documentation of special events.
6. Supervises Office Support Specialist, extra help, student worker(s), and/or other staff as assigned.
7. Composes complex correspondence on behalf of Chair, Director, and Administrative Director, regarding dossiers, outside vendors, journal manuscripts, presentation abstracts, minutes, reports and other special projects .
8. Answers written and verbal inquiries and resolves problems for the Chair with regard to interpretation of Department and SIU School of Medicine policies and procedures. Serves as liaison and resource both within the Department and with external departments and groups.
9. Manages, compiles, and submits fringe benefit reports. Responsible for reviewing confidential time reports for employees assigned to the Department Core Office.
10. Answers inquiries and resolves problems for the office with regard to interpretation of Department, SIUSOM, and SIUHC policies and procedures.
11. Develops, collects, and coordinates materials needed to assure productive meeting outcomes. Responsible for apprising the Chair and Directors of upcoming meetings and deadlines. Drafts agendas for Department meetings. Responsible for meeting minutes for Department meetings including but not limited to Executive Leadership Forum, Program Directors and Administrators meetings.
12. Responsible for overseeing all academic related travel for conferences as it relates to the Department.
13. Performs related duties as assigned.

Fiscal Responsibilities 15%
1. Oversees the expense allocation and reconciliation of expenditures for special all-site departmental events including retreats and practice management seminars.
2. Monitors and reconciles fiscal transactions to insure appropriate spending, particularly for restricted accounts.
3. Executes purchases and expenditures utilizing UMS and AIS accounting systems. Reviews routine reports for accuracy.
4. Maintains and reconciles all department Procurement Card purchases.
5. Communicates with vendors and SIUSOM units as necessary to ensure accuracy and validity of billings and payments.
6. Responsible for the Department's fixed assets and inventory management.

Service 5%
1. Acts as a representative for Department Chair and Directors, as requested, on various committees and/or at professional conferences.
2. Performs related duties as assigned.

1. High school graduation or equivalent
2. Any one or any combination totaling five (5) years (60 months) from the following categories:
   1. college course work in business, finance, accounting or a related field:
      • 60 semester hours or an Associate's degree equals one (1) year (12 months)
      • 90 semester hours equals two (2) years (24 months)
      • 120 semester hours or a Bachelor's degree equals three (3) years (36 months)
      • Master's degree or higher equals four (4) years (48 months)
   2. progressively more responsible professional, managerial and supervisory experience that included experience in areas such as supervising staff or a job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles

1. Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
2. Computer Skills - Using computers and computer systems (including hardware and software) to set up functions, enter data, or process information.
   • Accounting, Calendar/Scheduling, Database, Enterprise Resource Planning (ERP), Word Processing, Spreadsheet software
3. Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
4. Obtaining Information - Observing, receiving, and otherwise obtaining information from all relevant sources.
5. Establishing and Maintaining Interpersonal Relationships - Developing constructive and cooperative working relationships with others, and maintaining them over time.
6. Communicating with Persons Outside Organization - Communicating with people outside the organization, representing the organization to the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
7. Organizing, Planning, and Prioritizing Work - Developing specific goals and plans to prioritize, organize, and accomplish your work.
8. Documenting/Recording Information - Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
9. Identifying Objects, Actions, and Events - Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
10. Written and Oral Comprehension - The ability to read and listen/understand information and ideas presented in writing or orally.
11. Oral Expression - The ability to communicate information and ideas verbally so others will understand.
12. Written Expression - The ability to communicate information and ideas in writing so others will understand.

Out of State Applicants that apply to Springfield vacancies in classifications in the occupational area of Professional, Semi-Professional, or Managerial will be subject to the following Condition of Employment: Pursuant to the State University Civil Service System, an out-of-state resident who is hired into this position must establish Illinois residency within 180 calendar days of their start date. This should be listed in the Minimum Qualifications for these vacancies.

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.

The SIU School of Medicine Annual Security Report is available online at https://www.siumed.edu/police-security. This report contains policy statements and crime statistics for Southern Illinois University School of Medicine in Springfield, IL. This report is published in compliance with Federal Law titled the

"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.