Office Manager (Alton) (3266)

About the role

This position provides administrative support to the faculty and administrative staff of the SIU Alton Family Medicine Residency Program and provides administrative support for research and scholarly activity.

Responsibilities

• Administrative Support for the SIU Alton Program Director and Associate Chair for Research and Scholarly Activity
• Organizes daily activity of the Associate Chair of Research and the SIU Alton Program Director, maintaining a calendar of commitments.
• Captures and organizes grant-related materials, articles, etc., as requested by the Program Director and/or Associate Chair for Research.
• Attends meetings for the Alton site and Department as directed
• Maintains a comprehensive filing system for the Associate Chair of Research which may include sensitive and confidential information.
• Provides administrative support for publication and presentation activities of Associate Chair of Research and Research Core and faculty as directed.
• Assists with resident and faculty recruitment efforts as needed
• Coordinates annual performance reviews for faculty and staff, prepares forms, and Updates Position Descriptions Per HR Requirements.
• Maintains Alton specific and Department lists and files, including CVs, position descriptions, and schedules.
• Serves as liaison for booking conference rooms, scheduling video conferences, and manages Alton Residency Program room utilizations in accordance with guidelines
• Manages office inventory and processes orders when needed.
• Works with the Program Coordinator to establish yearly budgets for office supplies and ensures that funds are spent appropriately.
• Coordinates guest speaker appearances to faculty meetings and ensures guest speakers have appropriate equipment.
• Prepares print requisitions, physical plant requests, and maintenance requests as needed.
• Captures and organizes grant-related materials, articles, etc., as requested by the Program Director and/or Associate Chair for Research.
• Coordinates arrival and maintains schedule for any outside learners, including medical students, PA students, or others.
• Provides support and assist in orientation of new faculty and staff.
• Trains staff and faculty on all office equipment including new copiers, fax machines, etc.
• Manages office supply inventory and processes orders when needed.
• Captures and organizes grant-related materials, articles, etc., as requested by the Program Director and/or Associate Chair for Research.
• Coordinates special events, including ribbon cuttings and annual celebrations and initiate paperwork for events which may require the Dean’s approval.
• Assists Program Coordinator with Program schedules, including SIU Alton Program general schedules, New Innovations, Amion, and residency rotation schedules.
• Assists residency faculty and chief resident with the residency didactic calendar, including coordination of outside speakers for resident education sessions.
• Works closely with the FCM Department Administrative Core for all Alton-related promotions.
• Keeps comprehensive filing system for faculty dossiers and assists faculty with documentation compilation and formatting.

Qualifications

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