Office Support Specialist

University of Illinois Chicago•Peoria, IL

3d•Onsite

About The Position

Under direction of the University of Illinois College of Medicine Peoria's (UICOMP) Department of Pediatrics' Business Manager, the incumbent is responsible for a wide variety of activities in support of achieving the Department's administrative and educational goals and assisting faculty and staff with administrative requirements. Supports Pediatrics' Clerkship Coordinator with M4 electives while working with students, faculty and staff. The position requires the use of various computer applications, the use of good judgement, initiative and knowledge of the unit.

Requirements

High school diploma or equivalent.
Any one or combination totaling two (2) years (24 months) from the categories below:
College coursework in any curriculum, as measured by the following conversion table or its proportional equivalent: 30 semester hours equals one (1) year (12 months) Associate’s Degree (60 semester hours) equals eighteen months (18 months) 90 semester hours equals two (2) years (24 months) Bachelor’s Degree (120 semester hours) equals three (3) years (36 months)
Work experience performing office/clerical activities, including the use of computer systems.
One (1) year (12 months) of work experience comparable to the second level of this series.

Responsibilities

Provides office support for the Division Head, faculty and professional staff in the Sections of Infectious Disease and Psychiatry.
Manages and controls confidential faculty documents and files, including faculty CV s, contact lists and other confidential documents.
Maintains operating calendar and informs the faculty and staff of impending UICOMP engagements.
Contacts other faculty support and other outside individuals to schedule meetings with the sectional faculty and staff.
Prepares necessary materials for meetings as directed by the Section Chief, faculty and professional staff.
Composes, transcribes and/or keyboards letters, memos, and performs applications of confidential and/or technical nature.
Using Outlook, responds to unit emails and corresponds appropriately.
Screens calls, personally handles within scope.
Coordinates meetings and phone calls locally, nationally, and internationally if required.
Under the direction of the credentialing entities and the Business Manager, coordinates with Section Chief, faculty and staff on completion of hospital and insurance credentialing and re-credentialing. This involves gathering documents, clarifying as needed, updating CV's and signatures for all Sectional appointments and reappointments with OSF Saint Francis, Carle Hospitals and any additional appointment processing required by UICOMP and the OSF CVO (Credentialing Verification Office).
Under the direction of the Business Manager, gathers information, referee letters, updates CY'S and gathers signatures for promotional packets for division head and faculty.
Manages and controls confidential faculty documents and comprehensive files, including faculty CVs, contact lists and other confidential documents.
Monitors calendar and informs the faculty and staff of impending UICOMP engagements.
Contacts other faculty support and other outside individual's to schedule meetings with the divisional faculty and staff.
Prepares necessary materials for meetings.
Using Purchase card, travel card and iBuy, compares pricing, makes purchase recommendations, purchases academic material, memberships, subscriptions, books, travel arrangements and conference registrations.
Tracks use of discretionary spending and communicates availability of funds with divisional faculty in alignment with budget.
Processes all transactions and faculty reimbursement through Emburse.
Gathers, tracks and maintains faculty vacation and sick leave information.
Coordinates with Departmental Administration to properly process vacation and sick leave through the interpretation of University campus and departmental guidelines.
Prepares, distributes, tracks and retrieves M4 student evaluations via E- Value system and obtains appropriate signatures from Course Directors and Department Head for final grade to be forwarded to Academic Affairs via Box.
Working closely with Course Directors in each Section, assigns preceptors to students taking Pediatric Electives via E-Value.
Maintains the "master schedule" on the shared drive (includes ongoing updating, tracking additions/changes).
Distributes materials to students starting each Elective the week prior (includes welcome style email, books to read, pdfs, etc).
Attending M4 Campus meetings.
Work in Visiting Student Learning Opportunities (VSLO).