Office Support Specialist (U)(3243.1)

About the role

This position provides administrative and office support to the Chief of the Division of Cardiology, faculty, and providers. The incumbent performs duties and coordinates activities throughout the Division of Cardiology, with secondary support for the 4th floor MMC office support pod including Infectious Diseases and Gastroenterology. This position is onsite only.

Responsibilities

• 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.
• Maintains awareness of organizational activities of importance and impact to the Chief; initiates and coordinates scheduling of appointments, including interdivisional meetings, departmental meetings, lectures, conferences, visiting professorships, and faculty candidates.
• Coordinates scheduling for other faculty members, including lectures, meetings, and conferences.
• Assists with coordinating regional, national, and international travel for the Chief and other Division members.
• Answers incoming calls, handles routine items, and directs inquiries to appropriate locations (e.g., patient calls, visiting health agencies, insurance representatives).
• Opens and reviews mail; responds independently within the scope of responsibility or provides drafts for responses requiring additional input.
• Participates in the secretarial rotation for sorting department mail.
• Composes and/or transcribes correspondence, memoranda, editorial reviews, manuscripts, abstracts, confidential legal and medical correspondence, and reports.
• Coordinates composition and development of slides required by faculty.
• Forwards faculty absence requests to the Division Chief’s office; prepares and distributes absence requests per department and HC policy.
• Compiles, summarizes, organizes, and distributes educational materials and resources for faculty, residents, and medical students, with a special emphasis on third-year medical students in Internal Medicine clerkships.
• Assists in coordinating faculty recruitment, including planning itineraries, distributing information, executing the interviewing process, and ensuring smooth operation of candidate visits.
• Organizes and maintains a filing system for administrative records, confidential materials, and other records required by the Chief.
• Provides administrative support for sensitive projects requiring confidential handling (e.g., faculty tenure, production dossiers, resident/faculty evaluations, patient medical records).
• Provides support for research personnel, including backup for study-related calls, travel arrangements, voucher expenses, and correspondence.
• Notifies clinic staff of schedule rearrangements due to physician availability.
• Assists with department projects, including Internal Medicine Grand Rounds.

Requirements

High school diploma or equivalent.

Any one or combination totaling two (2) years (24 months) from the following categories:

• College coursework in any curriculum (30 semester hours equals one (1) year (12 months); Associate’s Degree (60 semester hours) equals 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.

Skills

• Knowledge of administrative and clerical procedures, including word processing, file management, and office terminology.
• Knowledge of customer service principles, including needs assessment and quality standards.
• Proficiency in English language usage, including grammar, spelling, and composition.
• Knowledge of computers and software for data entry and information processing.
• Skill in managing material resources, including equipment, facilities, and supplies.
• Effective verbal and written communication skills.
• Decision-making ability, 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 identify relationships.
• Basic mathematical skills for problem-solving.
• Ability to provide guidance and direction to subordinates, including setting performance standards.
• Independent problem-solving and decision-making capability.
• Proficiency in secretarial practices, office procedures, and scientific terminology.
• Computer software proficiency.
• Ability to work independently and prioritize tasks.
• Sensitivity to the needs of underrepresented minority populations.

Conditions of Employment

Pursuant to the State Universities Civil Service System, an out-of-state resident hired into this position must establish Illinois residency within 180 calendar days of their start date.