Office Support Associate

Provide secretarial and clerical support to faculty in the Division of Vascular Surgery, ensuring smooth and efficient office operations.

Responsibilities

• Administrative (90%)
  • Maintain physicians’ electronic calendars by scheduling appointments, meetings, conferences, interviews, and seminars; notify physicians of upcoming events.
  • Notify SIU Surgery clinic personnel and administrative nurses of faculty absences (vacation, conferences, illness) using proper forms; submit clinic cancellation requests as needed.
  • Screen and prioritize incoming mail; maintain filing systems for administrative, personnel, research, manuscript, and reprint files.
  • Track and file documentation of CME credits; monitor and assist with credentialing/reappointments, license renewals, and professional society memberships.
  • Transcribe and type complex correspondence, including letters of recommendation, medical reports, grant applications, manuscripts, presentations, statistical reports, and teaching materials.
  • Coordinate travel arrangements, verify funding, and submit reimbursement requisitions for out-of-town meetings and lectures.
  • Provide administrative support to faculty, Plastic Surgery staff, and Advanced Practice Providers (APPs) as needed.
  • Maintain office supply inventory and place orders using Office Depot or other vendors.
  • Attend Departmental and Divisional meetings; implement decisions resulting from these meetings.
  • Follow State and University fiscal guidelines; perform complex computer tasks using Microsoft Word, Excel, and PowerPoint.
  • Prepare absence requests and monthly ethics sheets in Laserfiche for assigned faculty.
  • Provide phone coverage and clerical support during lunch breaks, personnel absences, or vacancies.
  • Assist other Divisional or Departmental secretaries as directed.
  • Prepare print requisitions for materials to be printed by SIU Print Shop.
  • Maintain SIU Health Care and SIU School of Medicine p-cards accounting in accordance with Procurement Card Program Policies.
• Clinical (5%)
  • Handle sensitive and confidential patient calls; route calls appropriately to insurance/billing, appointment desk, nurses, or physicians.
  • Send and receive patient reports via fax to/from hospitals, physicians, and healthcare facilities; distribute reports as needed.
  • Keyboard confidential and sensitive medical correspondence and reports.
• Perform other duties as required or assigned within the scope of the role (5%).

Requirements

• High school diploma or equivalent.
• Eighteen (18) months of combined experience from the following:
  • College coursework in any curriculum (30 semester hours = 12 months).
  • Associate’s Degree (60 semester hours = 18 months).
  • Work experience performing office/clerical activities, including use of computer systems.

Skills

• Knowledge of administrative and clerical procedures, including word processing, file management, and office terminology.
• Knowledge of customer service principles and processes, including needs assessment and quality standards.
• Proficiency in English language, including grammar, spelling, and composition.
• Knowledge of computers and software (e.g., Microsoft Word, Excel, PowerPoint) for data entry and information processing.
• Skill in managing material resources, including equipment, facilities, and supplies.
• Effective verbal and written communication skills.
• Strong decision-making skills, including evaluating costs and benefits of potential actions.
• Ability to understand and interpret work-related documents.
• Ability to organize tasks or information according to specific rules or patterns.
• Ability to apply general rules to specific problems and derive logical conclusions.
• Ability to synthesize information to form general rules or conclusions.
• Ability to select appropriate mathematical methods or formulas to solve problems.

Conditions of Employment

Out-of-state hires must establish Illinois residency within 180 calendar days of their start date.