Administrative Aide

Southern Illinois University School of Medicine•Springfield, IL

About The Position

The Administrative Aide supports SIU HealthCare (SIUHC) Core office operations and provides administrative, office, and clerical support to SIUHC management. The role advises and provides executive support to the COO, CMO, and other leadership, and serves as a liaison among administration, university offices, departments, vendors, and building staff. The position handles office communications, scheduling, records, fiscal transactions, purchasing, payroll, hiring procedures, contracts, personnel files, provider orientation, and special projects while ensuring tasks meet university and departmental deadlines and policies. The position also supports SIUHC committees and other projects by coordinating agendas and meetings, recording minutes, arranging videoconferencing and rooms, and maintaining files. It performs reception and mail duties for the HC Administration building and oversees email listservs for physicians and clinic staff. The role exercises independent judgment and performs other related duties as assigned.

Requirements

High school graduation or equivalent.
A total of five years (60 months) from a combination of qualifying college coursework and progressively more responsible general or specialized office experience. Qualifying coursework must be in business, finance, accounting, or a related field; qualifying experience must include aspects of supervising staff or a job function, organizing, and performing duties that develop knowledge of generally accepted office principles.
Ability to communicate information to supervisors, coworkers, subordinates, and people outside the organization by telephone, in writing, by email, or in person.
Computer skills, including use of accounting, calendar/scheduling, database, ERP, word-processing, and spreadsheet software.
Ability to perform day-to-day administrative activities, including maintaining information files and processing paperwork.
Ability to obtain information from relevant sources and document, record, store, and maintain information in written or electronic form.
Ability to develop constructive working relationships and communicate with people inside and outside the organization.
Ability to organize, plan, prioritize, and accomplish work.
Written and oral comprehension and expression skills.
Pre-employment background screening is required.
Out-of-state residents hired into this Springfield position must establish Illinois residency within 180 calendar days of their start date.

Responsibilities

Advise and provide executive and general secretarial support to the COO, CMO, and other SIUHC leadership and management.
Prepare memos, letters, meeting minutes, reports, and correspondence; schedule and coordinate meetings; review and edit records; maintain calendars and filing systems; and prioritize voicemail and faxes.
Ensure compliance with university and government policies, including policies for travel, purchasing cards, and other transactions.
Screen calls and visitors, handle routine inquiries and problems, and assist with patient complaint calls as needed.
Coordinate travel arrangements for the COO, CMO, SIUHC leadership, and staff.
Assist with internal billing for SIUHC directors and Core offices.
Act as liaison among Administration, the Dean’s and Provost Office, departments, vendors, and other contacts.
Assist with asset-tag monitoring and distribution and annual inventory for the SIUHC Core office.
Compose correspondence and reports representing leadership and staff positions, drawing on knowledge of administration department activities.
Anticipate and respond to office-support needs of leadership, fiscal staff, and other SIUHC management staff.
Maintain unit fiscal transaction records; review and coordinate purchasing-card transactions; create purchase orders; and maintain purchasing-card files.
Complete administrative professional and civil service payroll, fringe-benefit reports, attendance records, and benefit-time records for HC Core staff.
Provide backup support to HC Core office staff and the Quality & Safety suite Office Manager; oversee supervision of the Quality & Safety Office Manager.
Monitor, order, review, and assign BP numbers to office supply purchases in accordance with budget guidelines.
Maintain electronic files for HC documents, including past, current, and proposed documents and policies.
Coordinate online and interoffice procedures and documentation for posting and hiring HC Core civil service and faculty/administrative professional positions, including interviews and follow-up HR evaluations.
Work with the SIUHC Contract Coordinator on revenue and purchasing contracts, provide backup support, coordinate contract information and signatures, and submit contract requests for Population Health and Community Outreach programs.
Maintain electronic personnel files for SIU Administration Core employees and complete tasks by applicable deadlines.
Supervise planned HC Core events and meetings; participate in meetings, take minutes, and assist with presentations.
Serve as the contact person for the 201 E. Madison Building and help staff with intranet forms, service and training requests, and scheduling questions.
Assist with aspects of new-provider healthcare orientation, including scheduling, obtaining forms, completing provider files, and coordinating with departments, Compliance, the Medical Staff Office, and the CFO office.
Support HC team members and identify cross-training opportunities.
Coordinate or oversee SIUHC leadership activities, special projects, outside consulting projects, and special events.
Adhere to budget amounts set by Clinical Accounting for supported departments.
Process payroll transactions, maintain payroll records, verify time and attendance information, and assist with payroll-related inquiries.
Support SIUHC committees by coordinating agendas, taking minutes, arranging videoconferencing, maintaining files, scheduling meetings, and reserving conference rooms.
Provide basic administrative support to committees, work groups, and other SIUHC Core projects, including meeting scheduling, room reservations, and file maintenance.
Review and distribute mail appropriately.
Oversee email listservs for SIU physicians, clinic staff, and mid-level providers.
Perform daily reception duties for the HC Administration building and serve as the point of contact for building issues.
Perform other related duties as assigned, exercising independent judgment.