"Office Support Specialist (U) (3243)"

Job Summary

This position provides secretarial and office support to the Chief of the Division of Gastroenterology, faculty and mid-level members. The incumbent in this position performs duties and coordinates activities throughout the division of Gastroenterology. This position provides backup support to the Divisions of Infectious Diseases and Cardiology.
Administrative 100%

1. Coordinates pod projects, meetings, and conferences, and monitors and expedites progress.
2. Makes cost estimates and comparisons for goods and services; independently makes general supply purchases and researches products, obtains quotes and makes purchasing recommendations for higher cost items
3. Maintains awareness of organizational activities of importance and impact to Chief. Initiates and coordinates scheduling of appointments. These appointments include interdivisional meetings, departmental meetings, lectures, conferences, visiting professorships and faculty candidates to Division. This person also coordinates scheduling appointments for other faculty members as well as their lectures, meetings and other conferences.
4. Assists with coordinating regional, national and international travel for the Chief and other members of the Division.
5. Answers incoming calls and handle routines items or appropriates to the Division in a professional manner. Telephone contact includes patient calls, visiting health agencies, insurance representatives, etc. which are then transferred to the appropriate locations.
6. Opens and reviews mail, selects and responds independently within the scope of responsibility allotted 2 and provides drafts of responses and/or relevant documentation for the remainder. Participates in secretarial rotation of sorting mail for department.
7. Composes and/or transcribes correspondence, memoranda, editorial reviews, manuscripts and/or abstracts for research, publication/and/or presentation, confidential legal and medical correspondence and reports.
8. Coordinates composition and development of slides required by the faculty.
9. Manages and maintains absence requests for division faculty and providers. Prepares absence requests for and distributes to appropriate SIU personnel per the department and HC policy.
10. Complies, summarizes, organizes and distributes educational material and resources for faculty, residents and medical students and distributes such material. This includes the intensive 6-week educational needs - scheduling clinics, lectures and mentorship of 2nd Year Medical Students. There is a special emphasis on third year medical students who do a clerkship in Internal Medicine.
11. Assists in coordinating faculty recruitment for the Division. Plans itineraries, distributes appropriate information, executes the interviewing process for candidates and provides support to ensure smooth operation of the visit.
12. Organizes and maintains a filing system which includes administrative records, confidential material, and all other records as needed by the Chief.
13. Assists with edits, requested by providers, in preparing dossiers for promotion and tenure.
14. Provides administrative support for projects which deal with sensitive issues and need confidential handling, i.e., faculty tenure, production, dossiers, resident evaluations, faculty evaluations, and patient medical records.
15. Provides support for research personnel including back up for study related calls. This assistance includes, but is not limited to extensive research assignments, travel arrangements, voucher expenses, and correspondence.
16. Notifies nurse and appointment/reception area of clinic rearrangements due to physician's schedule.
17. Plans, organizes, assigns and reviews the work of office support associate in pod and participates in training.
18. Assists with department projects as assigned including Internal Medicine Grand Rounds.

Credentials to be Verified by Placement Officer

1. High school diploma or equivalent.
2. Any one or combination totaling two (2) years (24 months) from the categories below:
   1. College coursework in any curriculum, as measured by the following conversion table or its proportional equivalent:
      • 30 semester hours equals one (1) year (12 months)
      • Associate's Degree (60 semester hours) equals eighteen months (18 months)
      • 90 semester hours equals two (2) years (24 months)
      • Bachelor's Degree (120 semester hours) equals three (3) years (36 months)
   2. Work experience performing office/clerical activities, including the use of computer systems.
3. One (1) year (12 months) of work experience comparable to the second level of this series.

Knowledge, Skills & Abilities (KSA's)

1. Knowledge of administrative and clerical 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.