Administrative Assistant (0171)

Southern Illinois University School of Medicine•Springfield, IL

1d•Onsite

About The Position

The Administrative Assistant oversees administrative functions for the Department of Family & Community Medicine and the Department Chair. The role has specific responsibility for faculty promotion and tenure processes across the department, including the Core Office, PA program, and residency sites. It exercises discretion in allocating departmental resources in collaboration with other SIUSOM departments and offices and external partners, and supervises an Office Support Specialist. The position provides executive support to department leadership; coordinates promotion and tenure dossiers, evaluations, meetings, events, travel, and documentation; responds to policy and procedure inquiries; and handles departmental fiscal and procurement functions. The position is onsite only. Pre-employment background screening is required. Out-of-state residents hired into this Springfield vacancy must establish Illinois residency within 180 calendar days of their start date.

Requirements

High school graduation or equivalent.
Five years (60 months) of qualifying combined education and progressively more responsible professional, managerial, and supervisory experience. Qualifying education includes college coursework in business, finance, accounting, or a related field: 60 semester hours or an associate degree equals one year; 90 semester hours equals two years; 120 semester hours or a bachelor's degree equals three years; and a master's degree or higher equals four years. Qualifying experience includes supervising staff or a job function, organizing and coordinating office operations, and duties leading to knowledge of generally accepted office management principles.
Education, training, and/or work experience in a position-related area of specialization may be required to meet the qualifying credential requirement.
Sensitivity to the needs of underrepresented minority populations.
Ability to work independently as a self-starting, self-directed problem solver.
Initiative and organizational ability to plan, prioritize, and complete multiple administrative tasks under pressure with minimal supervision.
Interpersonal listening, speaking, and writing skills for personal, email, and telephone communication.
Computer skills, including Microsoft Word, PowerPoint, Excel, Publisher, and Outlook Calendar.
Ability to develop and maintain constructive, cooperative working relationships.
Ability to observe, receive, organize, and request information from various sources.
Documentation and recording skills, including entering, transcribing, recording, storing, or maintaining information in written or electronic form.
Out-of-state residents hired into this Springfield vacancy must establish Illinois residency within 180 calendar days of their start date.
Successful completion of required pre-employment background screening.

Responsibilities

Advise and provide executive support to the Chair, Assistant to the Chair, and other Directors on department and School of Medicine matters; communicate departmental responsibilities and deadlines.
Supervise and train staff on promotion and tenure dossier compilation, revision, and submission processes across the Core Office, PA program, and residency sites.
Review, evaluate, and report on department promotion and tenure processes, analyzing information and preparing reports on dossier progress and resource availability.
Manage the annual evaluation process for Faculty and Principal Administrative employees, coordinate with HR on position description templates and timelines, and review documents for accuracy before signatures.
Oversee the planning and implementation of special events; liaise with resident and PA program sites and vendors; troubleshoot onsite issues and maintain event documentation.
Supervise the Office Support Specialist, extra help, student workers, and other assigned staff.
Compose complex correspondence for the Chair, Director, and Administrative Director concerning dossiers, vendors, manuscripts, abstracts, minutes, reports, and special projects.
Respond to written and verbal inquiries and resolve policy and procedure questions for the Chair and office; serve as a liaison and resource within the department and with external departments and groups.
Manage, compile, and submit fringe benefit reports and review confidential employee time reports for the Department Core Office.
Develop and coordinate meeting materials, inform the Chair and Directors of meetings and deadlines, draft department meeting agendas, and prepare minutes for department meetings, including leadership and program meetings.
Oversee academic-related conference travel for the department.
Oversee expense allocation and reconciliation for all-site departmental events, including retreats and practice management seminars.
Monitor and reconcile fiscal transactions to ensure appropriate spending, especially for restricted accounts.
Execute purchases and expenditures using UMS and AIS accounting systems and review routine reports for accuracy.
Maintain and reconcile department Procurement Card purchases.
Communicate with vendors and SIUSOM units to ensure billing and payment accuracy and validity.
Manage department fixed assets and inventory.
Represent the Department Chair and Directors on committees or at professional conferences as requested.
Perform related duties as assigned.