"Office Administrator (3253)"

Job Summary

Ensure that adequate administrative and professional support is provided to the Chairman of the Department of Pharmacology; and to the faculty/staff of the Department by delegating clerical assignments from the Chairman and ensuring their timely completion as required to manage the daily administrative, educational, and research activities of the Chairman, and by extension, the Department.

ADMINISTRATIVE 40%

A. Administrative and professional support for the Chairman

1. Oversees preparation and completion of various technical and complex medical/research projects (grants, manuscripts, abstracts, reports, reviews, Curriculum Vitae, instructional materials, examinations, confidential correspondence). Ensures that educational materials directly related to the Chairman and his teaching activities are current. Helps create and edit PowerPoint presentations for all the Chairman's lectures.
2. Originates correspondence in response to inquiries and relating to the Department as needed. Routinely sign correspondence on behalf of the Chairman.
3. Creates and maintains daily calendars for the Chairman. Screens calls, arrange meetings and appointments.
4. Makes travel arrangements for the Chairman to professional conferences, and prepares corresponding financial paperwork for reimbursement or direct vendor payment.
5. Designs, modifies and maintains file keeping systems for the Chairman. Maintains faculty and P/A staff absence records and vacation/sick time balances. Maintains faculty appointment folders and related correspondence folders.

Organizational/Administrative Responsibilities 25%

1. Serve as staff for monthly departmental faculty meetings, and special departmental committee meetings. Records and prepares written minutes of these meetings.
2. One of several principal liaisons for the Chairman with SIU-SM departmental faculty, administrative offices, clinical units, service departments, and outside contacts.
3. Compiles data, composes, organizes and oversees major projects such as annual departmental faculty and A/P evaluations, annual reports, LCME accreditation projects, promotion dossiers, national/international symposia, publication of books, etc.
4. Maintains an overall awareness of departmental activities and policies. Composes and answers inquiries and resolves problems which require interpreting policies and procedures as necessary.
5. Advises Chairman on needed procedures and on clerical staffing needs (space, equipment, etc.) to provide adequate operational policies and staff support to the Department.
6. Coordinates and oversees all facets of visits of external guests (i.e. seminar speakers) to include correspondence, travel and accommodations arrangements, itinerary, advertisement of lecture, reimbursements, etc.
7. Manages departmental conference room electronic calendar.
8. Reviews grants and educational materials for faculty as requested and as time allows.

Fiscal Administrative Support for Department 3%

1. Delegate Fiscal Officer for payroll and budget documents.
2. Receives, compiles and submits monthly fringe benefits for faculty and administrative professionals.
3. Procures educational materials, memberships, and travel for Chairman using procurement card, and for department-wide functions.

Management and Administrative Curriculum/Educational Support: 30%

1. Coordinates Advanced Therapeutics Elective Course (4th year students) when offered.
2. Coordinates Medical education teaching activities (2nd year students) of Chairman.
3. Coordinates graduate level teaching activities of Chairman
4. Schedules and prepares financial paperwork relating to Pharmacology department seminars.
5. Generates and maintains poster displays for department-wide research activities.
6. Provides admission and academic record management and student assistance for Pharmacology and Neuroscience Graduate Program.
7. Prepares and submits appointment forms and necessary documents for students to SIU-SOM Human Resources and the Graduate School in Carbondale. Prepares and submits forms required throughout student's enrollment in program. (i.e. grade change cards, evaluations, re-employment memos, committee and dissertation forms, graduation forms, etc.)
8. Interprets program guidelines, coursework, health insurance, fees, etc. with assistance of the Graduate School in Carbondale. Liaison between Graduate School and Graduate Program Director/graduate students when required.
9. Share the responsibility of proctoring exams with the Business Manager, dispensing and retrieving test/study materials according to Pharmacology and SIU School of Medicine policies. Distributes completed exams to appropriate faculty for grading. Graded exams are collected and filed in student's permanent file.
10. Posts and provides information in printed format and by email from internal sources regarding seminars, course schedules, policies, deadlines, etc.
11. Attends Graduate Program Committee (GPC) meeting to provide input/gather information regarding presentation and development of graduate program. Takes notes and prepares written minutes of GPC meetings.

Faculty Appointments for Department 2%

1. Oversees recruitment process for full-time, tenure/non-tenure track faculty positions.
2. Coordinates recruitment process and arrival of postdoctoral positions in the laboratory of the Chairman.
3. Prepares and maintains files for adjunct faculty appointment contracts and renewals.

Credentials to be Verified by Placement Officer

1. High school diploma or equivalent.
2. Any one of the following from the categories below:
   1. Four (4) years (48 months) of work experience comparable to the third level of this series.
   2. Two (2) years (24 months) of work experience comparable to the fourth level of this series.

Knowledge, Skills & Abilities (KSA's)

1. Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.
2. Knowledge of business and management principles involved in strategic planning, resource allocation, leadership technique, and coordination of people and resources.
3. Knowledge of administrative and administrative procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
4. 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.
5. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
6. Knowledge of computers and computer systems (including hardware and software) to enter data, or process information.
7. Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
8. Skill in communicating effectively, both verbally and in writing as appropriate for the needs of the audience.
9. Skill in decision making by considering the relative costs and benefits of potential actions and choosing the most appropriate one.
10. Ability to understand written sentences and paragraphs in work related documents.
11. 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).
12. Ability to apply general rules to specific problems to produce answers that make sense.
13. Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
14. Ability to choose the right mathematical methods or formulas to solve a problem.
15. 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.