New

Office Manager (U)

SIU Medicine
$3,257.61 - $3,583.86 Monthly
medical insurance, dental insurance, life insurance, paid time off, paid holidays, sick time, extended sick time, tuition reimbursement, 403(b), retirement plan
United States, Illinois, Springfield
Jun 27, 2025
Description The primary purpose of this position is to coordinate and integrate activities of the SIU Center for Maternal Fetal Medicine and the Central Sonography Unit with other activities in the School of Medicine, SIU Health Care, and St. John's Hospital. This position supports the Executive Director of the SIU Center for Maternal Fetal Medicine and assists the Administrator of the SIU Center for Maternal-Fetal Medicine and the Central Sonography Unit and the administrative team in the management of the Divisions' administrative operations. The Office Manager manages projects and works with confidential personnel records, salary information, financial and confidential reports for the Executive Director and the Administrator. The Office Manager actively participates in the administration of the day-to-day operations of SIU Center for Maternal-Fetal Medicine and the Central Sonography Unit functions and duties. SIU School of Medicine does not participate in the E-Verify program. Employment eligibility will be verified in accordance with applicable state and federal laws. Examples of Duties 100% Administrative and Fiscal Support A. Provides administrative support to the Executive Director of the SIU Center for Maternal-Fetal Medicine and Administrator of the SIU Center for Maternal-Fetal Medicine and the Central Sonography Unit. B. Works in collaboration with the Central Sonography Unit's Administrator to maintain SIU Medicine's practice accreditation with the American Institute of Ultrasound in Medicine (AIUM) Including quality review, mandatory meetings and updating information on new physicians, sonographers, and ultrasound sites. C. Will maintain accurate and complete academic and clinical appointment calendar for the Executive Director, Administrator, Clinic Manager, faculty members, Perinatal Healthcare Coordinator, and the Medical Sonographer Manager noting and coordinating meetings, conferences, academic assignments, clinical office hours, call assignments, surgical procedures, travel schedules, vacations, leaves, etc. Will be required to prepare various reports from calendar, so accuracy is of utmost importance. a. Add clinic and academic time to calendar. b. Add meetings and conferences to calendar. c. Clarify out of office time on calendar. d. Add resident and student information to calendar. e. Change, cancel, or remove meetings and conferences to calendar. D. Oversees the maintenance of data for the SIU Center for Maternal-Fetal Medicine's faculty presentations and publications. E. Coordinates with administrative team to ensure all employees receive training according to the guidelines and procedures of the SIU Center for Maternal-Fetal Medicine, the Central Sonography Unit, SIU School of Medicine, SIU Health Care and HSHS St. John's Hospital. F. Coordinates faculty, principal administrative and civil service staff recruitment activities for the divisions. Maintains appropriate records of open positions and candidate applications. Serves as the initial contact and guide for applicants. G. Schedules interviews, develops itineraries, makes travel arrangements and arranges for, or provides local transportation for divisions' faculty and administrative/professional candidates H. Responsible for making travel arrangements for faculty and staff of SIU Center for Maternal-Fetal Medicine and the Central Sonography Unit a. Prepares travel estimate of expenses form b. Initiates travel requests and absence notifications c. Makes all travel arrangements, i.e. airfare, registration fees, car rentals, lodging, etc. d. Gathers travel expenses and documentation and processes travel reimbursement forms, upon return e. Maintains copies & files of travel expenditures I. Maintains an accurate and current filing system for faculty members' written material, organizing and integrating newly created records with existing files. J. Types letters, memorandums, grant applications, abstracts, tables, graphs, slides, manuscripts, etc. for faculty members. Prepares PowerPoint presentations as requested. K. Prepares the faculty and staff St. John's Hospital monthly contract time sheets and submits to the Senior Business Manager for processing. L. Maintains divisions' confidential personnel records and emergency contact information. Creates, maintains and updates the divisions' Emergency Contact spreadsheet. M. Assists in coordinating divisions' employee forums, meetings, staff appreciation activities, etc. N. Maintains the divisions' organization charts, employee lists and phone lists. 0. Updates MFM unit policies, including any related to the State of Illinois Perinatal Code from the Illinois Department of Public Health. P. Assists with the clinical and administrative equipment inventory and tracking in accordance with SIU School of Medicine and SIU HealthCare guidelines. Coordinates equipment transfers to Surplus Property. Q. Reserves conference rooms for the divisions, as needed. R. Coordinates departmental special projects as assigned by the Administrator and/or the Executive Director. S. Completes printing requests using Printing Requisition form. T. Completes work orders as needed. U. Maintains Halo Calendar system for MFM call schedule. V. Completes ordering of supplies and linens for department. W. Assists managers with time sheet completion for Perinatal Center. X. Prepares vouchers and travel reimbursements (University, HealthCare and Foundation) for departments. Y. Assists with maintaining accurate payroll and fringe benefits records for civil service, A/P and faculty. Assists with payroll for the department bi-weekly civil service staff. Z. Assists in completion of Good Faith Estimates (GFE). AA. Assists in scheduling appointments in IDX. BB. Assist in collecting data and developing research projects appropriate to field. CC. Assist in implementation and collection of data for faculty and resident initiated research. DD. Participates in research meetings. Qualifications High school diploma or equivalent. Two (2) years (24 months) of work experience comparable to the third level of this series. Supplemental Information 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.