Administrative Assistant (0171)

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This position is an Administrative Assistant in the Department of Neurology to assist in carrying out the administrative functions for the Chair of the department, the Department Administrator/Assistant to the Chair and other neurology faculty and clinicians.

ADMINISTRATION RESPONSIBILITIES 80%

• Provides support to the Chair, Department Administrator and other neurology faculty and clinicians on various administrative and organizational matters including maintaining an accurate appointment calendar. Coordinates and schedules complex meetings, including administrative, academic and clinical, as well as keeps current with all planned activities and events, meetings and conferences. Arranges for meeting locations, prepares notifications and identifies and prepares necessary materials required for each meeting or activity. This includes assisting in planning of special projects and essential programs for departmental, school and community meetings.
• Answers inquiries and resolves problems for the administrative unit with regard to interpretation of Department, the School of Medicine and SIU Medicine policies and procedures.
• Notifies Chair, Department Administrator and other neurology faculty and clinicians of last-minute changes in daily schedule and exercises initiative in notifying all persons involved.
• Helps coordinate coverage when faculty and clinicians are unavailable including resident clinic, morning report and hospital call. Related to faculty and clinician time off, notifies appropriate individuals and groups and adds to appropriate shared calendars, as needed.
• Provides support activities to the Chair, the Department Administrator and other neurology faculty and clinicians. Makes travel arrangements including air, and hotel. Prepares itinerary and maintains files on travel materials, and established travel procedures. Creates and distributes invoice travel forms when appropriate. Prepares requests for faculty absences, arranges for coverage, and maintains an accurate record of those absences.
• Types materials of confidential nature, editing grammar, punctuation or other modifications when appropriate. Types complex materials, i.e., grants, reports, abstracts, forms, vouchers, lectures, presentations, manuscripts, and special projects from rough draft to final form. Initiates, composes and distributes correspondence for the Chair, Department Administrator and other neurology faculty and clinicians as instructed.
• Develops and prepares reports as assigned by the Chair, Department Administrator and other neurology faculty and clinicians using various resources to obtain data and information.
• Answers and screens incoming phone calls including confidential patient calls. Uses initiative and independent judgment when answering inquiries and notifies the Chair, Department Administrator and other neurology faculty and clinicians of high priority messages promptly. Initiates various phone call inquiries and gathers information for the Chair, Department Administrator and other neurology faculty and clinicians.
• Opens and prioritizes incoming mail for the Chair, Department Administrator and other neurology faculty and clinicians and makes notes on calendars regarding important dates, meetings, and conferences. Demonstrates initiative in screening mail and drafting initial responses as instructed and as appropriate. Circulates mail, which is of interest/concern to others in the department as necessary. Sorts departmental mail on a scheduled basis.
• Coordinates and maintains electronic calendars for conference rooms for the Department of Neurology. Notifies appropriate staff of any conflicts or changes in scheduling and initiates any changes as necessary.
• Staffs monthly Neurology faculty meeting; makes video conference arrangements, distributes agendas, takes minutes at meetings and maintains record of meetings and attendees.
• Attends and staffs departmental staff meetings and other meetings as directed by the Department Administrator, the Chair and other neurology faculty and clinicians.
• Oversees and coordinates the planning and implementation of departmental special events. This can include reserving space, catering, invitations, etc. Initiates and executes any and all paperwork required by SIU School of Medicine and SIU Healthcare is completed prior to the event and complies with all SIU School of Medicine and SIU Healthcare policies and procedures.
• Oversees the Department Emergency Evacuation Plan
  • Serves as a liaison with Environmental Health and Safety in identifying staff to serve as Leaders and Co-Leaders, suggestions of alternate evacuation plans if necessary.
  • Maintaining all employee evacuation plan attendance sheets up-to-date in the arrival/departure of employees.
  • Notifying leaders of changes in emergency evacuation policies and procedures.
• Coordinates Neurology Grand Rounds and other educational sessions including scheduling the sessions, requesting and compiling speaker information, creating marketing materials to promote the sessions, reserving physical space, creating and managing the online attendance option (e.g., Webex webinar or meeting), managing day-of logistics, keeps attendance records both in-person and online, submits all necessary information to the Office of Continuing Professional Development and other steps necessary.
• Input call schedules into online platform for residents and faculty regarding neurocritical care, general neuro and stroke. Tracks and notifies hospital contacts for EEG and IOM call coverage.
• Assists the Department Administrator in sending, collecting and appropriately sharing information for hired neurology faculty and clinicians related to the credentialing process and Visa process, if applicable. Assists in continued re-credentialing process and Visa reporting for neurology faculty and clinicians.
• Tracks and ensures completion of license and training renewals for neurology faculty and clinicians.
• Uses procurement (p) card, when appropriate, to pay for department-related approved expenses. Reconciles transactions including for memberships, travel, lab, supplies and event/meeting meals. Track allocated expenses for faculty and clinicians by fiscal year.
• Assists the Chair and Department Administrator in faculty and clinician recruitment process including but not limited to arranging for recruitment meetings/interviews, making travel arrangements, meal arrangements, reimbursement information collection and submission, escorting candidate to meetings/interviews, etc.
• Manages online listservs for the neurology department.
• Creates the bi-annual neurology department newsletter and works with the Chair and Department Administrator in finalizing it and sending it out to the department.
• Assists in coordination of depositions for neurology faculty and clinicians by communicating with law office representatives, internal legal office and the appropriate faculty or clinician.
• Coordinates and schedules annual faculty and staff evaluations for Chair and Department Administrator.
• Coordinates and schedules regular meetings between residents and faculty.
• Coordinate the preparation of faculty promotion and tenure dossiers ensuring required documentation is collected, organized, formatted and submitted in compliance with SIU School of Medicine policies and deadlines.
• Maintain the Neurology Standard Operating Procedures for office support staff.
• Support and assist in planning departmental events including holiday party, staff appreciation events, Jingle Mingle, etc.
• Assist with marketing efforts by editing content for neurology sections of the website and Hive.

• Coordinates the process involved in maintenance of record keeping and/or filing systems for the department and maintains confidential files for the Chair, the Department Administrator, other neurology faculty and clinicians, and the Department Administrative files. This includes personnel files for faculty, principal administrative, civil service, volunteer/adjunct/emeritus faculty, extra help, etc. as well as central administrative files for the Department of Neurology. Assumes initiative in upgrading record and/or filing systems as appropriate.

OTHER DUTIES 10%

• Other duties as assigned.

Credentials to be Verified by Placement Officer

1. High school graduation or equivalent
2. Any one or any combination totaling five (5) years (60 months) from the following categories:
   1. college course work in business, finance, accounting or a related field:
      • 60 semester hours or an Associate's degree equals one (1) year (12 months)
      • 90 semester hours equals two (2) years (24 months)
      • 120 semester hours or a Bachelor's degree equals three (3) years (36 months)
      • Master's degree or higher equals four (4) years (48 months)
   2. progressively more responsible professional, managerial and supervisory experience that included experience in areas such as supervising staff or a job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles

1. Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
2. Computer Skills - Using computers and computer systems (including hardware and software) to set up functions, enter data, or process information.
   • Accounting, Calendar/Scheduling, Database, Enterprise Resource Planning (ERP), Word Processing, Spreadsheet software
3. Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
4. Obtaining Information - Observing, receiving, and otherwise obtaining information from all relevant sources.
5. Establishing and Maintaining Interpersonal Relationships - Developing constructive and cooperative working relationships with others, and maintaining them over time.
6. Communicating with Persons Outside Organization - Communicating with people outside the organization, representing the organization to the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
7. Organizing, Planning, and Prioritizing Work - Developing specific goals and plans to prioritize, organize, and accomplish your work.
8. Documenting/Recording Information - Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
9. Identifying Objects, Actions, and Events - Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
10. Written and Oral Comprehension - The ability to read and listen/understand information and ideas presented in writing or orally.
11. Oral Expression - The ability to communicate information and ideas verbally so others will understand.
12. Written Expression - The ability to communicate information and ideas in writing so others will understand.

Condition of Employment

Out of State Applicants that apply to Springfield vacancies in classifications in the occupational area of Professional, Semi-Professional, or Managerial will be subject to the following Condition of Employment: Pursuant to the State University Civil Service System, an out-of-state resident who is hired into this position must establish Illinois residency within 180 calendar days of their start date.

If you require assistance, please contact the Office of Human Resources at hrrecruitment@siumed.edu or call 217-545-0223 Monday through Friday, 8:00am-4:30pm.

The mission of Southern Illinois University School of Medicine is to optimize the health of the people of central and southern Illinois through education, patient care, research and service to the community.

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"Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act."

Southern Illinois University School of Medicine is an Affirmative Action/Equal Opportunity employer who provides equal employment and educational opportunities for all qualified persons without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, protected veteran status or marital status in accordance with local, state and federal law.

Pre-employment background screenings required.