Office Support Specialist/Secretary III (U) (3243)

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Provide efficient clerical support to faculty and staff members in the Department of Obstetrics and Gynecology including all Divisions and Sub-Specialties.

Administrative 40%
A. Calendaring
Within clearly defined time frames, secretary will maintain accurate and complete academic and clinical appointment calendar for faculty members, noting and coordinating meetings, conferences, academic assignments, clinical office hours, call assignments, surgical procedures, travel schedules, vacations, leaves and etc. Said staff member will be required to prepare various reports from calendar, so accuracy is of utmost importance.
1.Enter faculty and staff time off requests into the electronic calendar.
B. Curriculum Vitae
Said staff member will be required to keep curriculum vitae for faculty members up to date, noting new publications, professional development, and etc. as appropriate for inclusion on curriculum vitae for faculty member. Assist with preparation of promotional dossier when applicable for faculty members.
C. Telephone Support
Responsible for telephone communication for faculty members. Said staff member is often first contact for physician's academic office, and as such, will answer telephones in a timely fashion, courteously, and provide information as appropriate. Will be required to assist with coverage of phones for other staff members during various absences.
D. Travel
Coordinate faculty business travel to include registration for meetings, travel arrangements, securing hotel accommodations, and preparing reimbursement documents for vouchering by Administrative Aide upon completion of travel. Assist Administrative Aide with questions or further documentation of expenses as requested/required.
E. Correspondence
Handle all incoming and outgoing mail for faculty members. This may include keyboarding from draft or dictation letters, grants, medical transcription, and etc. for faculty member's signature
and/or approval, ensuring appropriate file copies are made and filed and sending said documents. Said staff member will open all incoming mail/correspondence and route appropriately, making note of deadlines and meetings for calendar as necessary.
F. Participate in completion of division or departmental projects when appropriate.
G. Update the procedure manual for this position and make changes as necessary.
H. Process appropriate dues and purchasing requests for faculty members with assistance of Administrative Aide or using Procurement Card (P-card) appropriately. Maintain records concerning each payment that is made with the P-Card. On a monthly basis, reconcile the statement for purchases made that month and submit the statement to the Administrative Aide responsible for vouchering.
I. Maintain an accurate and current filing system for faculty members' written material, organizing and integrating newly created records with existing files.
J. Order all academic supplies for the division.
K. Complete the monthly call schedules for the Generalist Division of OB/GYN. This includes the scheduling of resident clinic supervisor coverage.
L. Attend and record and transcribe minutes for the Generalist Division meetings or other meetings as deemed necessary by the Healthcare Administrator II and/or on an as needed basis.
Clinical Support 40%
A. Refer calls to appropriate parties.
B. Handle telephone inquiries in a professional and confidential manner.
C. Serve as intermediary between physicians/nurses and patients.
D. Schedule surgeries, procedures and appointments when appropriate for faculty members.
E. Check conflicts regarding the monthly call schedule. If faculty member adds an absence after the call schedule, yearly GYN of the week or STORK clinical coverage schedules are published, assist faculty member with finding appropriate coverage for clinical obligations.
F. When staff or faculty members are absent, it is necessary to notify the appropriate department and supervisors so that arrangements can be made for appropriate coverage. Process appropriate clinic cancellation paperwork within the Department of OB/GYN's six-week minimum time frame so that patients can be rescheduled in a timely manner.
G. On a rotation basis with other support staff, collect incoming faxes throughout the department. Organize the documents by doctors. When necessary, medical record numbers need to be researched and applied to the individual faxes. Distribute the faxes to the departments or the individual doctor's mail box. Collect documents throughout the department that are sent to Central Scanning. Each document must have a scan stamp and the medical records number posted on the document.
H. Prepare monthly productivity report for faculty members. This report is based on clinical and call activities and is compiled in the administrative office toward figuring faculty member's P&S incentives. As applicable, submit time sheets for in house call, mileage to outreach clinics, and any other clinical activity reporting required for reimbursement to faculty member.
Administrative Support 10%
A. Said staff member will provide back up as receptionist for administrative section of department. This will include being primary contact for visitors to the department as well as primary telephone receptionist for administrative phones.
Academic Support 5%
A. Assist residency and clerkship coordinators with academic responsibilities for faculty member including clerkship didactic teaching sessions, residency teaching sessions, and any other academic obligations. Note teaching obligations, including weekly grand rounds and teaching sessions for residents on faculty member's calendar.
Other Duties as Assigned 5%
Other duties as assigned

Credentials to be Verified by Placement Officer

1. High school diploma or equivalent.
2. Any one or combination totaling two (2) years (24 months) from the categories below:
   1. 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)
   2. Work experience performing office/clerical activities, including the use of computer systems.
3. One (1) year (12 months) of work experience comparable to the second level of this series.

Knowledge, Skills & Abilities (KSA's)

1. Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
2. Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
3. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
4. Knowledge of computers and computer systems (including hardware and software) to enter data, or process information.
5. Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
6. Skill in communicating effectively, both verbally and in writing as appropriate for the needs of the audience.
7. Skill in decision making by considering the relative costs and benefits of potential actions and choosing the most appropriate one.
8. Ability to understand written sentences and paragraphs in work related documents.
9. Ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
10. Ability to apply general rules to specific problems to produce answers that make sense.
11. Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
12. Ability to choose the right mathematical methods or formulas to solve a problem.
13. Ability to provide guidance and direction to subordinates, including setting performance standards and monitoring performance.

Condition of Employment

Pursuant to the State Universities 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.