Administrative Aide

This position is responsible for SIU HealthCare (SIUHC) Core office operations and the administrative, office, and clerical support to SIUHC Management.

Responsibilities

• Administrative and Fiscal (75%)
  • Advise and provide executive support to the COO, Chief Medical Officer (CMO), and other SIUHC leadership and management.
  • Provide general secretarial and/or clerical support for the COO, CMO, and other SIUHC leadership, including typing memos, letters, meeting minutes, and reports.
  • Schedule and coordinate meetings, review and edit records and documents, maintain calendars, and prioritize office mail and faxes.
  • Ensure compliance with university and government policies, including travel, purchasing cards, and other transactions.
  • Screen calls and visitors for the SIUHC Core office, handling routine inquiries or directing them appropriately.
  • Assist with patient complaint calls as needed.
  • Coordinate and make travel arrangements for the COO, CMO, and SIUHC leadership and staff.
  • Assist with internal billing for SIUHC Directors and Core offices.
  • Act as liaison between Administration, the Dean’s & Provost Office, Departments (Clinical Chairs & Administrators), and outside vendors/contacts.
  • Monitor and distribute asset tags, and assist with annual inventory for the SIUHC Core office.
  • Compose correspondence and reports representing the COO, CMO, Directors, and staff’s positions.
  • Anticipate and respond to detailed office support needs of leadership and fiscal staff.
  • Maintain records of unit fiscal transactions, including reviewing purchase card transactions, creating purchase orders, and maintaining purchasing card files.
  • Complete payroll, fringe benefit reports, attendance records, and use of benefit time for HC Core staff.
  • Provide backup support for HC Core Office staff.
  • Monitor, order, review, and assign BP numbers for office supply purchases, following budget guidelines.
  • Track and maintain an electronic file system for all HC documents, including policies.
  • Coordinate online and interoffice procedures for posting and hiring HC Core positions, including scheduling interviews and HR evaluations.
  • Work closely with the SIUHC Contract Coordinator; assist in executing Revenue and Purchasing Contracts and provide backup support for confidential information.
  • Coordinate with department administrators to obtain contract information and signatures.
  • Request contracts for Population Health & Community Outreach programs by completing necessary forms.
  • Maintain electronic personnel files for all SIU Administration Core employees.
  • Ensure tasks are completed prior to deadlines set by SIU and departments.
  • Supervise events/meetings planned by HC Core, take minutes, and assist in presentations for meetings (e.g., SALT, Patient Experience, SIU Medicine Ambulatory Council).
  • Act as the contact person for the 201 E. Madison Building; liaison for staff on intranet forms, service requests, training, and scheduling.
  • Assist with new provider healthcare orientation, including scheduling, obtaining forms, and completing provider files.
  • Support other HC team members and identify cross-training opportunities.
  • Coordinate and oversee activities of SIUHC leadership, including special projects and events.
  • Supervise the Quality & Safety Office Manager and act as backup to the Office Manager in the SIUHC Core office.
  • Adhere to budget amounts set by Clinical Accounting for supported departments.
  • Perform payroll duties for HC Core employees, including processing transactions, maintaining records, and verifying time and attendance.
  • Other related duties as assigned, exercising independent judgment.
• Clerical (25%)
  • Provide support services for SIUHC Committees, including coordinating agendas, taking minutes, arranging videoconferencing, and maintaining file systems.
  • Schedule meetings, reserve rooms, and maintain file systems for committees and work groups.
  • Review and distribute mail appropriately.
  • Oversee email listservs for SIU physicians, clinic staff, and mid-level providers.
  • Perform reception duties for the HC Administration building and act as the point of contact for building issues.

Requirements

• High school graduation or equivalent.
• Any one or any combination totaling five (5) years (60 months) from the following categories:
  • College coursework in business, finance, accounting, or a related field:
    • 60 semester hours or an Associate's degree equals one (1) year (12 months).
    • 90 semester hours equals two (2) years (24 months).
    • 120 semester hours or a Bachelor's degree equals three (3) years (36 months).
    • Master's degree or higher equals four (4) years (48 months).
  • Progressively more responsible general or specialized office experience, including supervising staff, organizing, and performing duties that lead to knowledge of generally accepted office principles.

Skills

• Communicating with supervisors, peers, or subordinates via telephone, written form, email, or in person.
• Computer skills, including:
  • Accounting, calendar/scheduling, database, Enterprise Resource Planning (ERP), word processing, and spreadsheet software.
• Performing administrative activities, such as maintaining files and processing paperwork.
• Obtaining information from all relevant sources.
• Establishing and maintaining interpersonal relationships.
• Communicating with persons outside the organization, representing the organization to the public, government, and external sources.
• Organizing, planning, and prioritizing work.
• Documenting and recording information in written or electronic/magnetic form.
• Identifying objects, actions, and events by categorizing and detecting changes.
• Written and oral comprehension: ability to read, listen, and understand information and ideas.
• Oral and written expression: ability to communicate information and ideas verbally and in writing.

Out-of-state applicants for Springfield vacancies in Professional, Semi-Professional, or Managerial classifications must establish Illinois residency within 180 calendar days of their start date.