Office Manager (U) (3266)

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This individual provides secretarial and office administrative support to Janet Ketchum, Director of the Surgical Skills Center and the Surgical Skills Center.

Clerical 100%
1. Type correspondence, reports, statistical reports, research projects, teaching materials, evaluation reports, and other miscellaneous projects.
2. Provide clerical support for the Director, Coordinator and the Skills Lab Specialist in the laboratory.
3. Maintain records relative to activities of the Surgical Skills Center including licensing, memberships, presentations, journal articles, and medical/surgical lists.
4. Handle incoming and outgoing mail. Open and screen all mail for and handle requests independently when appropriate.
5. Coordinate travel arrangements and accommodations verify funding and submit proper requisitions and vouchers for reimbursement for the Surgical Skills Center Director, Coordinator and Specialist for out of town meetings and lectures.
6. Prepare vouchers for payment of membership dues of professional societies, associations and other educational materials as necessary.
7. Coordinate other activities sponsored by the Surgical Skills Center such as CME symposiums and visiting faculty. Establish itineraries, travel arrangements, posters, and audiovisual equipment, etc. Provide support to ensure the smooth operation of the visit.
8. Communicate with medical students and residents to schedule remediation appointments, interest group activities, and research projects involving the Surgical Skills Center and the MCLI building as necessary.
9. Serve as liaison for the Surgical Skills Center in communication with other institutions, hospitals, physicians (nationally and internationally), administrative and clinical staff, companies, outside organizations, and other departments.
10. Perform complex computer skills using a variety of sophisticated software applications such as Microsoft Word, Excel, PowerPoint, Access, and Netscape.
11. Provide clerical support, i.e., vouchering trips and supplies and purchase requisitions for the Surgical Skills Center.
12. Attend Departmental and Divisional secretarial meetings and participate in the implementation of decisions resulting from these meetings.
13. Maintain awareness of fiscal operations and follow State and University guidelines.
14. Assists with the scheduling of faculty and etc. for the Surgical Skills Center's various curriculums.
15. Collaborate with the MLC event planner to organize combined conferences and various other activities that involve the Memorial Simulation center, MLC building and Surgical Skills Center.
16. Submit educational grants requests for in-kind, monetary, supplies and instruments for various activities administered in the Surgical Skills Center.
17. Create courses in Camera Recording Software and VR Simulators as part of the General Surgery Boot Camp curriculum.
18. Review and assign verification of proficiency videos to department of surgery faculty to be evaluated in the camera system as part of the General Surgery Boot Camp.
19. Inform Surgery residents regarding successful completion of verification of proficiency videos
20. Assist the department of surgery's fiscal advisor and the surgical skills center's coordinator on the surgical skills center's budget in addition to creating annual budget reports.
21. Review all University p-card transactions in JP Morgan for all staff in the surgical skills center.
22. Update and send curriculum syllabus to all General Surgery residents and teaching faculty prior to General Surgery Boot Camp, Resident Readiness and all curriculum skills labs.
23. Enter all surgical skills center activities, resources and Skills Center employee performance hours in to MLC manage calendar.
24. Give tours of the MLC building when the surgical skills center coordinator and the surgical skills center specialists are not available.
25. Keep log of all activities taking place in the surgical skills center.
26. Order all anatomical tissue and coordinate delivery of anatomical tissue for surgical skills labs.
27. Work with MMC radiology department on scheduling a radiology tech to run the C-arm during Plastics or Orthopedic skills labs.
28. Coordinate delivery of equipment to the surgical skills center.
29. Coordinate the disposal of anatomical tissue.
30. Keep detailed record of anatomical tissue.
31. Work with the surgical skills center coordinator on the surgical skills center's ACS/AEI accreditation process.
32. Coordinate and schedule with industry specific companies on surgical skills labs involving community surgeons.
33. Coordinate and organize educational research projects and schedules with the surgical skills lab medical director and the surgical skills lab coordinator.
34. Distribute and maintain a log of evaluations for each activity in the Surgical Skills Center.
35. Create a yearly utilization log of each participate of the Surgical Skills Center.
36. Work with SIU School of Medicine's grants committee to complete and submit monetary educational grants requests.
37. Participates in meetings, trainings and other environmental, health and safety activities as required by SIU School of Medicine.
36. Duties and functions are similar to other secretaries within the Department of Surgery. This individual's duties would also include assisting with the set-up and clean-up of various skills lab sessions.

Credentials to be Verified by Placement Officer

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

1. Knowledge of administrative and administrative procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
2. Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
3. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
4. Knowledge of computers and computer systems (including hardware and software) to enter data, or process information.
5. Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
6. Skill in communicating effectively, both verbally and in writing as appropriate for the needs of the audience.
7. Skill in decision making by considering the relative costs and benefits of potential actions and choosing the most appropriate one.
8. Ability to understand written sentences and paragraphs in work related documents.
9. Ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
10. Ability to apply general rules to specific problems to produce answers that make sense.
11. Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
12. Ability to choose the right mathematical methods or formulas to solve a problem.
13. Ability to provide guidance and direction to subordinates, including setting performance standards and monitoring performance.

Condition of Employment

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

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.

The SIU School of Medicine Annual Security Report is available online at https://www.siumed.edu/police-security. This report contains policy statements and crime statistics for Southern Illinois University School of Medicine in Springfield, IL. This report is published in compliance with Federal Law titled the

"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.