Office Administrator (3253)

This individual provides administrative support to SIU School of Medicine Trauma and Transplant faculty and providers, as well as personnel at the Southern Illinois Trauma Center at Springfield Memorial Hospital. The incumbent coordinates complex scheduling, correspondence, meeting preparation, and course/event logistics. This position serves as an initial contact for the Trauma Center and assists with educational, clinical, and administrative activities to ensure smooth daily operations.

Administrative Duties (90%)

• Provides general administrative support to Transplant Program and Trauma Center leadership, faculty, and staff. Maintains awareness of section responsibilities and deadlines, attends meetings, and participates in implementation of decisions.
• Answers inquiries and resolves problems related to administrative policies and procedures.
• Participates in analysis, design, and implementation of office information systems; develops procedures and recordkeeping systems.
• Schedules and coordinates daily calendars, meetings, and activities using electronic tools.
• Maintains fiscal awareness, processes purchasing and fiscal transactions, and advises on expenditures.
• Manages SIU Medicine and SIU School of Medicine P-card accounting per policies.
• Coordinates travel arrangements and submits requisitions for reimbursement.
• Orders and maintains office supplies.
• Solicits and maintains CME documentation for trauma surgeons.
• Schedules meetings, lectures, and other activities sponsored by faculty.
• Coordinates faculty recruitment activities.
• Generates agendas and manages logistics for monthly Trauma Multidisciplinary meetings.
• Generates agendas and manages logistics for quarterly Region III Committee on Trauma meetings.
• Serves as initial contact for various stakeholders.
• Coordinates depositions, types reports, and processes legal fee payments.
• Collects and coordinates data for physician dossiers.
• Updates faculty Curriculum Vitae.
• Prepares monthly time sheets for revenue-generating contracts.
• Handles sensitive issues and maintains confidential files.
• Answers and routes phone calls professionally.
• Schedules administrative activities and appointments.
• Manages incoming and outgoing mail.
• Composes complex correspondence and transcribes technical materials.
• Monitors license renewals, memberships, and journal subscriptions.
• Collects physician unavailable dates and prepares call schedules.

Resident/Student Support

• Serves as initial contact for 3rd and 4th year medical student clerkship Trauma Surgical Critical Care rotation, including tracking students, collaborating on approvals, and providing materials.
• Serves as initial contact for non-surgical resident rotations, providing schedules and welcoming information.

Clinical Duties (10%)

• Handles patient calls by routing to appropriate personnel.
• Opens and closes clinics based on physician requests and schedules.

Skills and Abilities Needed

• Effective communication skills, both verbal and written.
• Knowledge of administrative procedures, systems, and computer systems.
• Excellent typing skills.
• Previous clerical and preferably medical experience.
• Critical thinking, problem-solving, and ability to handle multiple projects.
• Excellent interpersonal skills and ability to interpret policies.
• Sensitivity to underrepresented minority populations.

Qualifications

• High school diploma or equivalent.
• Four (4) years of work experience comparable to the third level of this series, or two (2) years comparable to the fourth level.