Office Manager opportunity

Position Summary

Under direction of the Administrative Aide of the Department, the Office Manager is responsible for providing highly specialized faculty assistance. Carrying out a wide variety of activities that are necessary in achieving the goals of an expanding academic clinical department, requires an in-depth knowledge of the unit, sound judgement, initiative, discretion, and the ability to utilize numerous software packages.

Duties & Responsibilities

Anticipates and provides administrative support for physicians, faculty and nurses in the divisions of Pediatric Endocrinology, Neurology, Psychiatry and Pulmonology, which also includes managing faculty calendars as requested and related faculty reminders.

Serves as liaison between the Divisions head for each specialty 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.

Maintains 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 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. Keyboards and maintains sensitive/confidential information/files.

Schedules Division meetings, recruitment interviews with Division faculty and professional staff and Divisional and faculty conference calls. Prepares necessary materials for meetings and presentations.

Reviews incoming mail and responds to items within scope of responsibility

Coordinates and oversees the processing of divisional subpoenas, ensuring timely management of deadlines and compliance guidelines.

Composes and/or edits memos, reports and correspondence as needed.?Material may be sensitive in nature.

Provides support for faculty and professional staff with CME, travel, meeting and conference arrangements.?Advises on compliance/appropriateness within travel policies and maintains account documentation.

Coordinates purchase card, travel card and iBuy purchases to obtain academic material, memberships, subscriptions, books, travel and conference registrations. Advises on compliance/appropriateness within policies and maintains account documentation.

Oversees the call schedules for Endocrinology, Neurology and Pulmonology that includes researching the time scheduled to work with FTE allowances.

Perform other related duties, represents the department in meetings as requested and participate in special projects as assigned.

Performs duties listed in lower level of this classification series.

Minimum Qualifications

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

Preferred Qualifications

• An intermediate knowledge of Microsoft Excel and Word is preferred.
• Using computers and computer systems (including hardware and software) to set up functions, enter data, or process information, basic accounting, calendar/scheduling, database, enterprise resource planning (ERP), and web page design is preferred.
• Knowledge of medical field office support methods is preferred.?The ability to work independently and exercise judgment in order to make complex decisions is preferred.?The incumbent will have access to highly confidential Departmental information, therefore impeccable judgement regarding confidentiality of information is preferred.
• Organization, Planning, and Prioritizing Work – Developing specific goals and plans to prioritize, organize and accomplish work is preferred.
• Identifying Objects, Actions, and Events – Identifying information by??categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events is preferred.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit?Required Employment Notices and Posters ?to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, COVID-19 vaccination requirement, and employment eligibility review through E-Verify.

The university provides accommodations to applicants and employees.?Request an Accommodation