Office Support Specialist (U) (3243)

The purpose of this position is to provide comprehensive administrative support to the Child and Adolescent Psychiatry (CAP) Division providers, working under the direction of and in support of the Department of Psychiatry. The role also supports other divisions and undertakes additional assignments as needed to ensure the efficient operation of departmental activities.

ADMINISTRATIVE 100%
* Maintains calendars of operating or administrative commitments and notifies designated providers of approaching deadlines.
* Manages provider and staff schedules, including administrative and academic appointments, meetings, conferences, and coverage for absences; ensures timely notices and updates are communicated.
* Creates, maintains, and updates room and staffing schedules.
* Attends designated department and division meetings; prepares agendas, records minutes, and provides reminders for upcoming sessions.
* Sorts and distributes departmental mail on a rotational basis with other support staff.
* Reviews designated providers' incoming mail, responding to routine items independently and distributing remainder to appropriate personnel.
* Screens and prioritizes calls and visitors for providers; determines needs and personally handles routine inquiries, requests, or problems.
* Compiles, summarizes, and organizes information from a variety of sources for use in meetings, reports, and marketing, such as collecting and verifying material for website updates.
* Coordinates business travel arrangements, including researching options, preparing cost comparisons, and providing justifications for higher-cost travel. Collects travel documents and receipts from travelers and submits materials for reimbursement processing.
* Manages approved purchases with a department-issued procurement card, ensuring strict compliance with all guidelines, obtaining required approvals, and reconciling transactions while maintaining statements and supporting documentation.
* Drafts, transcribes, and formats correspondence, memos, and complex documents to ensure timely and accurate communication within the CAP division.
* Assists staff with the operation and basic troubleshooting of video conference and telehealth equipment; escalates to technical support when appropriate.
* Assists in training new support staff by reviewing work and providing guidance; offers constructive feedback to the Office Administrator.
* Provides backup for other staff as needed to ensure continuity of department operations.
* Keyboards confidential and/or technical material; transcribes and/or records verbatim material; composes correspondence and reports requiring knowledge of the activities of the designated providers.
* Establishes, modifies, and/or maintains comprehensive file and record systems for the CAP division, including confidential materials.
* Gathers, provides, and interprets information through the identification and selection of appropriate sources; initiates contacts to clarify subjective information.
* Coordinates department or division operational projects, meetings, and conferences and monitors and expedites progress.
* Prepares cost estimates and product comparisons by researching goods and services, obtaining quotes, and providing purchasing recommendations to the department purchaser.
* Performs duties listed in lower level of this classification series, and performs other duties as assigned.

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

If you require assistance, please contact the Office of Human Resources at hrrecruitment@siumed.edu or call 217-545-0223 Monday through Friday, 8:00am-4:30pm.

The mission of Southern Illinois University School of Medicine is to optimize the health of the people of central and southern Illinois through education, patient care, research and service to the community.

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"Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act."

Southern Illinois University School of Medicine is an Affirmative Action/Equal Opportunity employer who provides equal employment and educational opportunities for all qualified persons without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, protected veteran status or marital status in accordance with local, state and federal law.

Pre-employment background screenings required.