Administrative Assistant (0171)

Southern Illinois University School of Medicine•Springfield, IL

1d•Onsite

About The Position

The Administrative Assistant in the Department of Neurology supports the administrative functions of the Chair, the Department Administrator/Assistant to the Chair, and other neurology faculty and clinicians. The position is on site and provides broad administrative, organizational, scheduling, communications, event, and records support for the department. The role coordinates complex meetings and educational sessions, maintains calendars and schedules, arranges travel and recruitment logistics, prepares correspondence and reports, handles incoming communications and mail, and supports departmental events and special projects. It also assists with faculty and clinician credentialing, licensing and training renewals, call schedules, expense tracking, evaluations, promotion and tenure dossiers, and personnel and departmental records. Additional duties include supporting emergency evacuation planning, managing department listservs and newsletters, assisting with website content, serving as a payroll timekeeper, and providing coverage and other support as assigned. Applicants must have a high school graduation or equivalent and meet a five-year combined credential requirement through specified college coursework and/or progressively responsible professional, managerial, or supervisory experience. Pre-employment background screenings are required. Out-of-state residents hired into this Springfield position must establish Illinois residency within 180 calendar days of their start date.

Requirements

High school graduation or equivalent.
Five years (60 months) total from qualifying college coursework in business, finance, accounting, or a related field and/or progressively more responsible professional, managerial, and supervisory experience involving areas such as staff or function supervision, office operations coordination, and office management principles.
Education, training, and/or work experience in a relevant area of specialization may be required to meet the credential requirement.
Knowledge and skills in accounting, calendar and scheduling, databases, enterprise resource planning (ERP), word processing, and spreadsheet software.
Ability to communicate with supervisors, peers, subordinates, and people outside the organization by telephone, in writing, by email, and in person.
Ability to perform day-to-day administrative activities, obtain information from relevant sources, and document and maintain information in written or electronic form.
Ability to establish and maintain constructive working relationships.
Ability to organize, plan, prioritize, and accomplish work.
Written and oral comprehension and expression skills.
Pre-employment background screening is required.
Out-of-state applicants hired into this Springfield position must establish Illinois residency within 180 calendar days of their start date.

Responsibilities

Support the Chair, Department Administrator, faculty, and clinicians with administrative and organizational matters, including maintaining accurate calendars.
Coordinate and schedule administrative, academic, clinical, and other meetings; arrange locations and materials; distribute notifications; and track planned activities.
Serve as an initial contact for visitors and maintain working relationships with departmental, medical school, hospital, and other internal and external staff.
Answer inquiries and help resolve questions about department, School of Medicine, and SIU Medicine policies and procedures.
Notify relevant people of schedule changes, coordinate coverage when faculty or clinicians are unavailable, and record time off on shared calendars.
Arrange travel, prepare itineraries, maintain travel records, and prepare travel invoice forms when appropriate.
Prepare absence requests, coordinate coverage, and maintain absence records.
Type and edit confidential and complex materials, including grants, reports, abstracts, forms, vouchers, lectures, presentations, manuscripts, and special projects.
Compose and distribute correspondence and prepare reports using relevant data and information.
Answer and screen phone calls, including confidential patient calls; prioritize messages and make inquiry calls as needed.
Open, prioritize, screen, distribute, and sort mail; maintain calendars with important dates and draft initial responses as instructed.
Coordinate departmental conference-room calendars and address scheduling conflicts.
Staff faculty and departmental meetings, arrange video conferences, distribute agendas, take minutes, and maintain meeting and attendance records.
Plan and implement departmental events, including arranging space, catering, invitations, and required paperwork in accordance with applicable policies.
Oversee the Department Emergency Evacuation Plan, coordinate with Environmental Health and Safety, maintain attendance sheets, and notify leaders of policy or procedure changes.
Coordinate Neurology Grand Rounds and other educational sessions, including speakers, promotional materials, space, online attendance, logistics, attendance records, and continuing-education submissions.
Enter resident and faculty call schedules into the online platform and track and notify hospital contacts about EEG and IOM call coverage.
Assist with faculty and clinician credentialing, visa processes and reporting, re-credentialing, and license and training renewals.
Use the procurement card for approved department expenses, reconcile transactions, and track faculty and clinician allocated expenses by fiscal year.
Assist with faculty and clinician recruitment, including interviews, travel and meals, reimbursement information, and candidate coordination.
Manage neurology department listservs and prepare the bi-annual department newsletter with the Chair and Department Administrator.
Coordinate depositions by communicating with law office representatives, the internal legal office, and relevant faculty or clinicians.
Schedule annual faculty and staff evaluations and regular resident-faculty meetings.
Coordinate preparation and submission of faculty promotion and tenure dossiers in accordance with policies and deadlines.
Maintain the Neurology Standard Operating Procedures for office support staff and assist with departmental events and marketing content for the website and Hive.
Coordinate annual evaluations for faculty, administrative professional staff, and civil service staff; maintain official position descriptions and confidential personnel files.
Maintain departmental and confidential administrative filing systems and improve recordkeeping systems as appropriate.
Sort departmental mail and faxes on a rotational basis, assist with video conference equipment, contact IR about technical issues, provide coverage for other support staff, and serve as payroll timekeeper.
Perform other duties as assigned.