Office Manager - Plastic Surgery (3266)

The purpose of this position is to provide administrative support to the Division of Plastic Surgery.

*This position is ON SITE only.*

ADMINISTRATIVE 85%

• Maintain an overall awareness of Divisional activities. Initiate and coordinate support functions required to accomplish the Divisional goals. Schedule daily activities as needed by assisting with patient appointments, admissions and surgeries, scheduling meetings, conferences, interviews and seminars.
• Serve as initial contact between faculty members, residents, medical students, administrative staff, other medical and clerical staff throughout the School of Medicine, personnel at hospitals, vendors and sales representatives, patients, and community at large.
• Answer and handle incoming calls to the Division in a professional manner and provide back-up for other Divisions within the Department of Surgery as necessary. This phone contact includes patient calls, visiting health agencies, insurance representatives, etc., which are then either handled or transferred to the appropriate location. If a call is regarding a patient emergency, the appropriate faculty and/or resident is contacted.
• Compose and execute letters to patients concerning appointments, hospitalizations, insurance questions, etc.
• Screen and prioritize all daily incoming mail pertaining to the Division Chair, and other Division faculty as appropriate.
• Compose and/or transcribe complex correspondence. Type, review and edit manuscripts, medical reports, abstracts, and other material as necessary.
• Prepare invoice vouchers, travel vouchers and purchase requisitions.
• Create and design new filing systems and maintain existing files consisting of administrative files, patient files, reprint files and research files.
• Coordinate the Plastic Surgery Call Schedule with faculty and staff within the Division. Distribute the call schedule to Memorial Medical Center, St John's Hospital, Answering Service, etc.
• Coordinate schedule with student affairs for student elective and rotations.
• Schedule student rounds for others with the clerkship coordinator.
• Initiate and coordinate the support functions required to accomplish Divisional goals.
• Coordinate faculty recruitment within the Division. Procure travel and hotel arrangements, prepare itineraries and distribute appropriate information. Arrange social functions, prepare and distribute evaluations.
• Coordinate the Visiting Professor program for the Division. Prepare itineraries, travel arrangements, program and site. Provide support to ensure the smooth operation of the visit.
• Provide administrative staff support to the faculty through efficient coordination of activities, projects and meetings.
• Assist with training and educating new employees and temporary help employees in the School of Medicine and Department of Surgery procedures.
• Assist in the development and implementation of office procedures and communicate changes or additions to existing procedures and policies.
• Coordinate Division projects with division staff for timely and efficient completion.
• Provide back-up telephone coverage and clerical assistance during the absence of support staff due to resignation, sick leave or vacation.
• Other related duties as assigned.

CLINICAL COORDINATION 15%

• Provide administrative support for various requests pertaining to patients which are confidential and/or sensitive in nature in a timely manner.
• Answer and handle patient calls by routing calls appropriately to insurance/billing personnel, appointment/reception desk, nurse, resident, physician assistant, or physician.
• Notify appointment/reception area of clinic cancellations due to physician schedule changes.
• Coordinate with the Department of Surgery Clerkship Coordinator, faculty attending rounds, student rotations through their clinics and evening seminars.
• Other related duties as assigned.

Credentials to be Verified by Placement Officer

1. High school diploma or equivalent.
2. Two (2) years (24 months) of work experience comparable to the third level of this series.

Knowledge, Skills & Abilities (KSA's)

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

Posted: 27-Mar-26

Location: Springfield, IL

Categories: Staff/Administrative

Internal Number: 5251341