Office Administrator
Hiring Department: Pediatrics
Location:??Peoria, IL
Posting Close Date: 11/22/2023
On-Site Work-Not Remote
Description:
The Office Administrator has full responsibility for initiating and coordinating the office support functions, both financial and administrative that are necessary in achieving the goals of an expanding department. Must exercise sound independent judgement in decision-making and independently interact with Department Head, faculty and staff to assure adherence to the policies and procedures of the Department, the campus and the University. Acts as a liaison between various UICOMP departments, outside entities and physicians. This position requires an extensive knowledge of programs, procedures and systems, use of discretion, ability to utilize multiple software systems. This position works under administrative direction from the Administrative Assistant-Pediatrics. Responsible for assisting with the retention and security of department financial accounts using Microsoft Excel, P-card and T- card software and the University Banner and Eddie Systems in accordance with generally accepted accounting principles. Review, analyze and implement faculty and staff training in the accurate completion of all accounting and reimbursement related forms and procedures. Review and code expenditures on forms and in software programs using the University guidelines for coding. Acts as a resource for discretionary spending, tracks use of the funding and communicates availability of budgeted funds with department faculty and staff. Documents all division spending and appropriately submits receipts into Chrome River. Responds independently to inquiries and resolves any discrepancies of departmental invoices and expenses. Process accordingly through Payables. Generate departmental requisition. Provide administrative support for physicians, faculty and nurses in the Division Hospital Medicine, which also includes managing faculty calendars as requested. Maintain an overall awareness of departmental deadlines and commitments. Serves as liaison between the Division head and other UICOMP units and provides support on UICOMP administrative matters. Collaborates with Division head to develop/implement procedures to support the clerical functions performed by the division. Develops recordkeeping systems to maintain confidential faculty documents, including faculty CVs, contact lists and other confidential documents. Tracks and maintains faculty vacation and sick leave information. Coordinates with Departmental administration to properly process vacation and sick leave according to university, campus and departmental guidelines. Answers inquiries and resolves problems for the Divisional faculty and staff. Anticipates and coordinates office support needs including performing lower level duties when needed. Serves as a resource in the completion of hospital and insurance credentialing along with OSF credentialing and re-credentialing for division faculty as needed. Assists with the completion of promotion packets. Composes confidential correspondence, transcribes, keyboards and maintains sensitive/confidential information. Schedules Division meetings, recruitment interviews with Division faculty and professional staff. Prepares necessary materials for meetings and presentations. Creates and distributes the hospital medicine Division calendar and proactively organizes call schedules. Completes research and multi-source reports as needed. Coordinates CME, travel, meeting and conference arrangements/coordination for faculty and professional staff. Coordinates purchase card, travel card and iBuy purchases to obtain academic material, memberships, subscriptions, books, travel and conference registrations. Receives incoming mail and responds to items regarding P-Cards and discretionary spending. This requires interpretation and explanation of policies and procedures. Perform other related duties, represents the department at meetings as requested and participate in special projects as assigned.? Performs duties in lower level of this classification series.
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Minimum Qualifications
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