Office Support Specialist

University of Illinois Chicago•Peoria, IL

2d•Onsite

About The Position

The Office Support Specialist works under the direction of the Department Chair and Business Administrative Associate, providing administrative support to faculty members in the Department of Psychiatry and Behavioral Medicine at the University of Illinois College of Medicine at Peoria. The position uses multiple computer systems and performs a wide variety of office support tasks. It is an on-site position in Peoria, Illinois, with a Monday–Friday schedule from 8:00 a.m. to 4:30 p.m. The role supports faculty recruitment and appointments, faculty credentialing, department communications, clinical scheduling and clerical functions, Center for Wellbeing administration, travel and expense processing, annual reporting and evaluations, department purchasing and memberships, and faculty promotion processes. The position also assists the Department Chair and Business Administrative Associate with projects and other related duties.

Requirements

High school diploma or equivalent.
Two years (24 months) total from qualifying college coursework, office/clerical work experience involving computer systems, or a combination of the listed categories.
One year (12 months) of work experience comparable to the second level of this series.

Responsibilities

Oversee faculty recruitment by managing recruitment materials, advertisements, interview itineraries, travel arrangements, and candidate evaluations.
Assist search committees and serve as a liaison with candidates and candidates’ partners.
Research and report itineraries and candidate travel.
Process appointments for new paid and volunteer faculty and help welcome and orient them to the department.
Handle credentialing, recredentialing, and licensure for incoming and current faculty.
Manage calls to the main department phone, greet visitors, answer questions, and respond to requests.
Follow up on patient referrals and no-shows.
Schedule appointments in the Epic electronic medical records system for contracted offsite clinics.
Serve as the primary administrator for the Center for Wellbeing.
Enter appointment and patient information into the Titanium electronic medical record system and provide clerical support.
Process billing, monitor payments, send paperwork to new clients, and forward completed information to the Center for Wellbeing director.
Monitor and maintain resident and faculty travel expenditures and conference attendance.
Arrange reimbursements for travel and moving expenses through Emburse, make department travel arrangements, and process travel reports.
Ensure expenses comply with departmental budgets and university guidelines, and report expenses to the Business Administrative Associate.
Compile, provide, and maintain confidential information for the department’s annual report and annual faculty evaluations.
Schedule and facilitate annual faculty evaluations for the Department Chair.
Update department directories and website.
Purchase department supplies and document compliance with university purchasing policies, including credit cards, purchase orders, and iBuy purchases.
Renew and maintain department memberships to professional organizations in accordance with purchasing policies.
Provide clerical support to faculty pursuing promotion, including work with the Interfolio system and Promotion Packet process.
Assist the Department Chair and Business Administrative Associate with projects and perform other related duties as assigned.