"Office Support Specialist (U) (3243)- Vascular"

The function of this position is to provide secretarial and clerical support to faculty in the Division of Vascular Surgery. This position provides the necessary support to maintain a smooth and efficient operation in the office.

I. ADMINISTRATIVE 90%

• Maintain physicians' electronic calendars by scheduling appointments including meetings, conferences, interviews and seminars, making changes as they occur and notifying physician of upcoming events.
• Notify SIU Surgery clinic personnel, and administrative nurse of assigned faculty's vacation, conference schedule, out of town trips, and absences due to illness, using proper forms provided. Submit clinic cancellation requests, as needed.
• Screen and prioritize all daily incoming mail.
• Maintain filing systems of administrative, personnel, research, manuscript, and reprint files.
• Track and file documentation of CME credits. Monitor, advise of deadlines and assist with forms submissions for SIU and hospital credentialing/reappointments, and renewals of licenses and professional society memberships, for assigned faculty.
• Transcribe and type complex correspondence, including but not limited to letters of recommendation, medical reports, grant applications, manuscripts, abstracts, slides for scientific presentations, statistical reports, research projects, curriculum vitae, teaching materials, evaluation reports, and other projects.
• Schedule appointments for assigned faculty, including: meetings, conferences, interviews, and seminars.
• Coordinate travel arrangements and accommodations, verify funding and submit proper requisitions and vouchers for reimbursement for out of town meetings and lectures.
• Provide administrative staff support to assigned faculty through efficient coordination of activities, projects and meetings. Provide secretarial support to Vascular Surgery staff and Advanced Practice Providers (APPs) as needed.
• Maintain inventory of office supplies, placing orders as needed using Office Depot account and/or other vendors as required.
• Attend Departmental and Divisional meetings and participate in the implementation of decisions resulting from these meetings.
• Maintain awareness of fiscal operations and follow State and University guidelines.
• Perform complex computer skills using a variety of software applications such as Microsoft Word, Excel, and PowerPoint.
• Prepare absence requests and monthly ethics sheets in Laserfiche for assigned faculty.
• Provide phone coverage and clerical support for lunch breaks, absences of personnel or vacancies. Assist other Divisional or Departmental secretaries as necessary or as directed by Office Administrator and/or Health Care Administrator II.
• Coordinate with the department of surgery Clerkship Coordinator, faculty attending rounds, student rotations through their clinics and evening seminars.
• Prepare print requisitions for materials to be printed by SIU Print Shop.
• Maintain SIU HealthCare and SIU School of Medicine p-cards accounting in accordance with Procurement Card Program Policies and Procedures, including making purchases in line with standard purchasing procedures, verifying receipt/delivery of products and/or services, and reconciling monthly statements.
• Other related duties as assigned.

II. CLINICAL 10%

• Receive and handle patient calls of a sensitive, confidential and/or complex nature. If necessary, properly route to insurance/billing personnel, appointment/reception desk, nurse, residence, or physician. Send and receive patient reports via fax to/from hospitals, other physicians, and health care facilities and distribute appropriately.
• Faxes or mails patient history and physicals, OP reports, discharge summaries, clinic notes, test results and other patient information to the requesting doctor's office, insurance company, disability office or attorney with the patient's consent.
• Fax post-op communication letters to referring providers.
• Keyboards medical correspondence and reports of a confidential and sensitive nature.

Qualifications

• High school diploma or equivalent.
• Any one or combination totaling two (2) years (24 months) from the categories below:
  • 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).
  • Work experience performing office/clerical activities, including the use of computer systems.
• One (1) year (12 months) of work experience comparable to the second level of this series.