"Administrative Assistant - Carbondale (0171)"

The Administrative Assistant provides administrative support to the Director of the Physician Assistant Program, as well as to the Fiscal Officer/Assistant to the Chair, within the Department of Physician Associate Medicine.

The following information is intended to be representative of the work performed by the 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.

Demonstrates, by actions, commitment to the mission and the behavioral standards of the SIU School of Medicine. Provides excellent service to both internal and external customers through collaboration and partnership; compassion and respect; integrity and accountability; diversity and inclusion; as well as continuous learning and improvement.

100% Administrative Support

1. Assist the PA Program Director with projects, proposals, or general administration of the PA program.
2. Provide management and coordination of business operations as a fiscal officer delegate for the PA Program, including, but not limited to, annual budgeting, monthly reconciliation, expenditure approvals, processing Pcard transactions, preparation and submission of Accounts Payable forms and invoices, preparation and submission of Purchase Requisitions, travel reimbursements, and preparing financial projections.
3. Assist with the recruitment, hiring, and orientation of faculty/staff, adhering to university policies.
4. Assist in the purchasing process for all commodities, equipment, and contractual services for the PA Program.
5. Oversee the planning and implementation of special events for the PA Program, including White Coat and Master's Symposium.
6. Complete annual performance appraisals; develop and review job descriptions for staff and assist the PA Program Director in completing annual faculty paperwork, including annual TERM renewals.
7. Assist with the compilation and maintenance of procedure manuals/informational materials and serve as a resource for administrative procedures and policies in support of administrative staff.
8. Assist in the management of plant operations, including facility maintenance and janitorial issues.
9. Assist in the management and processing of payroll and fringe benefit reporting for faculty and staff.
10. Assist with the Promotion and Tenure (P&T) process for dossier compilation, revision, and submission for the PA Program faculty, including organizing, interpreting, and analyzing various sources of information to produce and/or assist with the dossier progress.
11. Participate and contribute to developing and implementing PA program objectives and long-range planning.
12. Manage and report annual inventory/property control, including preparing and managing documentation of university property on loan.
13. Assist with the oversight of the program website and initiating marketing activities, when applicable.
14. Assist with the oversight and management of emergency training and safety policies for the PA Program faculty, staff, and students.
15. Act as a liaison between external and internal vendors.
16. Participate in SIU School of Medicine and departmental committees as requested.
17. Assist the PA Program Director and the Assistant to the Chair with other duties as assigned.

Minimum Acceptable Qualifications

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.

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. This should be listed in the Minimum Qualifications for these vacancies.

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.