"Administrative Assistant (0171)"

Under general direction, the Administrative Assistant manages, performs and coordinates highly specialized and essential administrative activities for of the Office of Correctional Medicine's Pharmacy Standards & Operations Section in accordance with policies and standards of performance.

• 25% Provides executive and administrative support functions to OCM Pharmacy Standards & Operations leadership and administrators on multiple administrative and organizational matters. Maintains an overview of departmental and section responsibilities and deadlines, updates, and evaluates departmental policies and operational procedures. This includes, as appropriate or directed, providing information and/or explanations that require an understanding of the organization and related policies and procedures. Coordinates special projects and events for OCM executive and Pharmacy Standards & Operations leadership staff. Coordinates multiple internship programs.
• 20% Reviews, evaluates, develops, and interprets departmental policies and operational procedures. With input from OCM Pharmacy Standards & Operations' Director and leadership staff, answers complex inquiries and resolves problems that require the interpretation, explanation, and justification of administrative and programmatic policies and procedures. Drafts multi-source communications for the Director of Pharmacy Standards & Operations and the executive staff of the OCM and develops and distributes as directed.
• 15% Investigates, plans, organizes, interprets, and analyzes various sources of information in support of administrative reports and University and/or departmental business operations. Conducts research assignments involving the evaluation, selection and compilation of information from a wide variety of sources; prepares reports which require the synthesis or integration of a variety of subject areas or the summation of the individual contributions of staff members or sub-units. Gathers and maintains statistical data for administrative reports, clinic utilization statistics, utilization reviews. Provides comprehensive and timely reports and detailed analysis for administrative use.
• 10% Provides support to OCM executive and leadership staff through the efficient coordination of activities, projects and meetings, including the maintenance of schedules, and the identification and preparation of necessary materials required for each meeting and/or project. Meetings often require the coordination of multiple executive and administrative staff across all SIU campuses and with other state agencies, identifies and reserves appropriate meeting facility and equipment needs, catering, room and equipment set up, registration/notification for events, tracking registration, purchasing supplies, updating handouts, making copies, etc.
• 10% Produces documents which may be proprietary or highly sensitive and confidential in acceptable draft and/or final form from written copy or minutes taken by incumbent. Documents may include, but not be limited to, travel, documents pertaining to human resources activities, reports, correspondence on behalf of OCM Pharmacy Standards & Operations leadership staff.
• 5% Manages and controls confidential documents including but not limited to, budget, personnel, institutional and partnership documents. Participates in the analysis, design, and implementation of office information and record systems; develops and implements procedures and recordkeeping systems to support the administrative functions performed by the unit. Develops and updates brochures and marketing materials. Manages document retention policies and protocols.
• 5% Serves as a liaison providing authoritative information, assistance, and advice to departments, various constituencies, stakeholders, and individuals at all levels (including national, state, regional, community, and campus levels) and acts as a representative for the Pharmacy Standards & Operations section and/or executives/administrators, as requested, which includes sitting on various committees and/or attending professional conferences.
• 5% Maintains an overall awareness of organizational activities of import or impact to the designated member(s) of the unit staff and the unit; develops and trains OCM staff and partners on ethical, compassionate and none non-judgmental aspects and techniques needed in the performance of services.
• 5% Performs other related 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

*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)

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.

About Southern Illinois University - School of Medicine

SIU School of Medicine was established in 1970 with a mission to educate physicians for central and southern Illinois. We are a medical school with four areas of excellence: medical education, patient care, research and community service. SIU School of Medicine provides education to undergraduate medical students, medical and surgical residents, fellows, and physician assistant students. Our clinical practice, SIU Medicine, includes a team of more than 250 health care professionals including university physicians and faculty members who are collectively dedicated to providing excellent medical care, advancement of care through research, and training the next generation of physicians. As the premier provider of health care services, SIU Medicine offers both primary care and specialized treatment services including preventative and diagnostic. SIU works in partnership with hospitals and clinics throughout central and southern Illinois to meet the health care needs of our communities.