Office Manager (U) (3266)

This position provides direct support to assigned faculty and areas within the Neuroscience
Institute.

Administrative Duties (100%)
1. Establishes, coordinates, and maintains administrative calendars for the
principal(s). Notifies appropriate personnel of deadlines and conflicts in
schedules, prepares necessary materials, and exercises initiative to make
changes as needed.
2. Contacts various faculty, staff, and administrative individuals throughout the
Medical School, hospitals, and many varied individuals in the local, national, and
international research businesses and professional community, and educational
and community entities to coordinate numerous standing and special meetings
and committees, for principal(s). Prepares agenda and gathers necessary
materials as needed. Schedules and/or confirms space and seating arrangements. Coordinates conference calls, including international calls, making sure all parties are
available at the appropriate time for their time zones.
3. Serves as main liaison for principal(s) with assigned faculty and staff of internal
and external departments. Communicates and coordinates effectively with
outside sources, including other research institutions, educational and community
entities, medical facilities, law offices, government agencies and families,
answering inquiries and resolves problems that require interpretation,
explanation, and justification of administrative and programmatic policies and
procedures.
4. Assists with managed care credentialing for all department of Neurology
providers. Maintains the managed care files for the Department of Neurology
including demographics, licenses, CME, etc.
5. Screens incoming calls, relieving the principal(s) of numerous personal contacts.
Uses good judgment to determine confidential nature of calls, documents
pertinent information, and forwards to appropriate principal(s)/personnel.
6. With little or no input, composes correspondence, memos, reports, and other
communications for the principal(s), and for other faculty and staff, which
includes, but is not limited to, dictation, letters, memos, reports, and items of
confidential nature relative to the Department. Signs documents as requested.
7. Transcribes/keyboards, and processes complex academic and research
materials: i.e., letters, memos, reports, grants, forms, vouchers, travel requests.
8. Plan and organize events including parties and other gatherings. Research
potential vendors and locations, seeking the most cost-effective selections. Work
with the marketing department for creation of flyers or invitations. Manage RSVP
lists.
9. Work with HCA III on all website related activities in collaboration with marketing
Liaison as it pertains to all NSI.
10. Establishes, plans, and coordinates travel arrangements for principals and their
research staff, students, and postdocs, including itineraries, airline, hotel
accommodations, and processes travel reimbursement upon return. Prepares
conference, seminar registrations and submits for payment processing.
11. Is issued and will be responsible for reconciliation of procurement credit cards for
renewal of memberships; travel; lab supplies; and center ordered meals.
12. Reviews and prioritizes incoming mail, selects and responds independently
within the scope of responsibility, provides drafts of responses and/or relevant
documentation for remaining items. Retrieves materials, correspondence, etc.
from outgoing box and responds or directs appropriately. Returns by fax any
documents completed by principals requiring responses.
13. Establishes and maintains general and confidential filing systems for principals(s)
and assigned faculty, staff, and students.
14. Analyzes clerical staff work requirements with the responsibility of ensuring
operating guidelines and actions necessary to ensure all work for faculty is
completely covered and accomplished.
15. Coordinates annual evaluations of faculty members, researchers, and PA staff
with their supervisors. Assists in the updating of records for all faculty position
descriptions and evaluations Updates position descriptions and makes
appropriate copies for their files. Prepares evaluation information and forwards
appropriate documents to Human Resources.
16. Maintains updated CVs for assigned faculty. Assists in compiling of Dossier for
promotion and tenure for assigned faculty or back up as needed.
17. Receives, reviews and coordinates all requests for faculty absences, and
subsequently, after review, passes on to principal(s) with appropriate notations,
thus relieving principal(s) of having to research to ensure coverage of department
for any absence requests.
18. Receives visitors and answers inquiries for principal(s).
19. Cross trains and provides back up to the medical education staff as needed in
various data entry or clerical duties.
20. Performs miscellaneous clerical tasks to include coverage for absences of other
office personnel.
21. Facilitate work with the Center for Clinical Research for all clinical research of the
principal(s). Establishes, plans, and coordinates potential faculty and non-faculty
candidate visits, preparing itineraries, travel arrangements, and hotel
accommodations. Ensures interview packets, including CVs of candidates and
interview schedules are distributed to all interviewers on a timely basis. If
necessary, arranges for lunches, dinners, and faculty meet and greet sessions with
potential candidates to streamline candidates' availability, and coordinates if
necessary scheduling Neurology Grand Rounds presentations with Medical
Education Coordinator. Escorts candidates to interviews. May also serve on
interview committees, as appropriate.

1. High school diploma or equivalent.
2. Two (2) years (24 months) of work experience comparable to the third level of this series.

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.

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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.