Administrative Assistant (0171)

SIU Medicine
$4,233.09 - $4,656.40 Monthly
medical insurance, dental insurance, life insurance, paid time off, paid holidays, sick time, extended sick time, tuition reimbursement, 403(b), retirement plan
United States, Illinois, Springfield
Jan 16, 2026
We recommend using the following browsers to complete the application: Desktop: Google Chrome, Edge with Chromium Mobile: Google Chrome, Safari Description The following information is intended to be representative of the work performed by incumbent in this position and is not all-inclusive. The omission of a specific duty or responsibility will not preclude it from the position if the work is similar, related or a logical extension of position responsibilities. Examples of Duties Administrative Operations 80% Using independent judgment provides administrative support to the Chair, Assistant to the Chair and Business Administrative Associate of the Department of Obstetrics and Gynecology in all phases of their activities (i.e., administrative, research, clinical and budgetary where appropriate, etc.). Gathers materials, data and documentation (some of which is highly confidential in nature) and compiles such data into reports or other formats for distribution to faculty and staff of the Department of Obstetrics and Gynecology and other School of Medicine Departments, as appropriate. Assures an open line of communication with all Department faculty, residents, students and staff, as well as other personnel within the medical school and the outside medical community. As a supervisor within the department, serves on the Department's Administrative Team. The purpose of this team is to discuss and create departmental policies, budget issues and/or processes, prioritize staff needs, and work to keep communications open between various entities within the department, i.e., nursing staff, reception staff, clerical staff, billing staff and other support staff. Input is required for an increase of expenses in the administrative areas (staffing, purchasing equipment, etc.). The Administrative Team meets routinely to resolve any operational clinic and non-clinic issues. Directly supervises and coordinates the clerical staff of the department to include hiring staff, coordinating training activities for new staff and securing or providing ongoing training for existing staff. Arranges coverage for absences of staff. Arranges appropriate telephone coverage for staff, and monitors performance and workload of staff in conjunction with appropriate faculty. Completes annual performance evaluations of staff. Purchase non-clinical equipment and supplies using the Healthcare Procurement card utilizing various funding sources in the department. Request and complete PO's as need for purchases which may be required. Arranges itineraries for visiting faculty candidates. Works with candidates from initial contact with the department to secure interview dates, travel and lodging arrangements, and tours of Springfield and area with realtor for candidate and spouse, as applicable. Continues to be initial contact person throughout interview process in the absence of Chair and Assistant to the Chair. Assists applicant in completion of managed care, hospital privilege and licensure paperwork upon hire of applicant. Works with candidate and SIU staff upon arrival to and start of work at SIU. Arrange maintenance and repair of all departmental office equipment, including telephones, copiers, and office equipment. Coordinate all telephone and pager services within the department, requesting repairs, new service, service changes, etc. Work with telecommunications staff at SIU regarding telephone inquiries. Coordinate and complete paperwork for all hires and personnel, position changes in the department to include civil service, administrative principal staff and faculty. Initiate paperwork to open positions, track activity for each position and follow to hire and start of new position. Acts as liaison between Human Resources and the Assistant to the Chair. Maintains all department of Obstetrics and Gynecology personnel and department files for Faculty, Chair and Assistant to the Chair. In accordance with department, university and governmental policies, monitors ethics time sheets, conflict of interest forms, confidentiality statements, and license expiration and/or renewals. Act as point of contact for CLIA lab certifications for all locations. Coordinate with facilities regarding repairs and change orders for new and existing clinic spaces. Work with the hospital administration regarding occupancy. Prepare and execute all volunteer faculty agreements with the respective medical institutions. Assist with the coordination in the moving of an existing clinic or the opening of new clinic locations regarding contracts, leased space, equipment and staffing requirements. Assist with coordination of the rotation of various healthcare students. Ensure that all evaluations are completed and returned to the participating institution as well as the return of the SIU evaluations. Responsible for the tracking of annual School of Medicine mandatory training for the entire department, staff and faculty, to ensure compliance with the School of Medicine and the State of Illinois. Meet with faculty members that wish to go up for Promotion and/or Tenure. The process includes following timelines, meetings and gathering appropriate paperwork and compiling into specified form. Type from draft to final form this complex paperwork for submission to the Dean's office and the University Board. Ensure that all Human Resource functions within the department are adhered to utilizing guidelines, including but not limited to attending counseling sessions, as deemed appropriate by management for the purpose of documentation, termination of staff, and orientations of training of staff. Responsible for the exit of employees leaving the department or university system. This includes submission of the appropriate paperwork to Human Resources, as well as the return of university property. Work in conjunction with the Research Division within the Department of Ob/Gyn, assisting with gathering information for grant submissions. Assist with managed care credentialing and privileges for all Departmental Providers, act as a liaison between Provider and Credentialing. Maintains daily calendars, which include administrative, clinical and academic appointments, for the Chair and also calendars for the Assistant to the Chair, as well as the Department's Administrative Management Team, coordinating administrative and academic meetings as well as scheduling clinical and operative appointments, where applicable. Opens and prioritizes mail for Chair and Assistant to the Chair, upon request. Provide administrative support for the Assistant to the Chair (and Business Administrative Associate upon request) during the budget process. Types from draft to final form complex and technical handwritten or dictated copy and proofreads and formats such documents as letters, agendas, reports, minutes, grant applications, curricula vitae, presentations, book chapters, abstracts, manuscripts, and statistical data. Composes and signs letters and memoranda on behalf of the Chair and Administrator, as requested. Responsible for travel arrangements requested by the Chair, Assistant to the Chair and other administrative staff or faculty as assigned, to include making appropriate reservations, completing registration information, and assisting in gathering appropriate receipts and meeting materials following completion of travel. Maintain accurate records for SIU HealthCare Procurement card purchases. Process IDF's as needed for Providers. Provides administrative support for the department, divisional and other meetings as requested by the Chair or Assistant to the Chair. Attends Faculty meetings and is available to answer questions, and maintains extreme confidentiality. Takes and transcribes detailed and complex minutes. Prepares documents and statistical data for distribution to the faculty and committee members. Accurately files meeting minutes and stores minutes per management records requirements. Marketing and Public Relations 15% Work in conjunction with SIU's Public Relation Department regarding in person faculty media appearances, as well as print advertising, such as publications and billboards. Meet with the Office of Marketing, Communications and Engagement (OMCE) account manager monthly. Work closely with OMCE to coordinate for any external marketing and communications. Responsible for the coordination of marketing events. Responsible for our Department pages on websites (.org & .edu) and maintaining all updates. Work with OMCE account manager on social media responsibilities. Develop marketing objectives for each Provider based on their specialty. Oversee and assist in any special projects related to Marketing. Other Duties as Assigned 5% Qualifications Credentials to be Verified by Placement Officer High school graduation or equivalent Any one or any combination totaling five (5) years (60 months) from the following categories: 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) 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 As required by the position to be filled, education, training and/or work experience in an area of specialization inherent to the position may be required to meet credential requirement #2 above. Knowledge, Skills and Abilities (KSAs)* Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person. 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 Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork. Obtaining Information - Observing, receiving, and otherwise obtaining information from all relevant sources. Establishing and Maintaining Interpersonal Relationships - Developing constructive and cooperative working relationships with others, and maintaining them over time. 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. Organizing, Planning, and Prioritizing Work - Developing specific goals and plans to prioritize, organize, and accomplish your work. Documenting/Recording Information - Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form. Identifying Objects, Actions, and Events - Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events. Written and Oral Comprehension - The ability to read and listen/understand information and ideas presented in writing or orally. Oral Expression - The ability to communicate information and ideas verbally so others will understand. 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. Supplemental Information 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.* The SIU School of Medicine Annual Security Report is available online at https://www.siumed.edu/police-security. This report contains policy statements and crime statistics for Southern Illinois University School of Medicine in Springfield, IL. This report is published in compliance with Federal Law titled the "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.