Secretary II (C.S. Title: Office Support Associate) (U)

Department: Neuroscience Institute-SMS
Division: Adult Neurology
Location: .Springfield
Job Category: Office Support

Overview:
Employees in this title typically perform office support tasks including the operation of computers using a variety of office software packages and utilizing various office equipment.
Salary: $16.50/hour
POSITION DESCRIPTION

INCUMBENT CSN FLSA STATUS Non-Exempt

PRESENT CLASSIFICATION Office Support Specialist DATE

DEPARTMENT/DIVISION Internal Medicine/Fiscal

Function

The primary function of this position is to carry out the administrative/fiscal support functions of the Department of

Internal Medicine with an extensive knowledge of the organization, programs, policies, and procedures of the

institution.

Organizational Relationship

The position reports administratively to the Administrative Assistant; who reports to the Assistant to the Chair,

Department Administrator, who reports to the Chair of the Department of Internal Medicine. Additionally with a

dotted line reporting relationship to the Health Care Administrator III for the Department Fiscal Office. This

individual must be able to determine priorities and to work both independently and cooperatively to complete

assigned duties and to assure the continued efficient and productive functioning of the division and department.

Duties and Responsibilities

The following information is intended to be representative of the work performed by employee in this position and

is not all-inclusive. The omission of a specific duty or responsibility will not preclude it from the position if the

work is similar, related, or a logical extension of position responsibilities.

Demonstrates, by actions, commitment to the mission and the behavioral standards of SIU School of Medicine.

Provides excellent service to both internal and external customers through collaboration and partnership;

compassion and respect; integrity and accountability; diversity and inclusion; as well as continuous learning and

improvement.

ADMINISTRATIVE 90%

1. Establishes and maintains fiscal office calendar primarily for the Department of Internal Medicine
(monthly meetings, regulatory requirements, project deadlines). Informs the Finance Manager of

impending engagements and prepares pertinent material.

2. Attends meetings/takes minutes, participates in discussions, tracks attendance and provides follow-up
with fiscal staff on decisions made, items to be completed and deadlines to meet, as well as items

tabled for future meetings.

3. Manages department faculty’s monthly travel expense reimbursement forms for travel to outreach
facilities.

4. Manages and submits monthly provider hours/time sheets for reimbursement for Medical
Directorships.

5. Screens callers and visitors for fiscal/administrative offices. Determines caller/visitor’s needs and
personally handles routine inquiries, requests, or problems. Provides factual information regarding

Department regulations and procedures. Takes and relays detailed messages and answers questions

when possible. Initiates calls to obtain specific information requested by others.

6. Maintains financial documentation of Departmental expenses including faculty allotments. Processes
all paperwork for payment of departmental expenses. Purchases items needed with procurement card

and maintains documentation. Orders office supplies and miscellaneous items for the Department,

providing documentation for payment as required. Assists in maintaining an awareness of budget for

which the principal(s) is responsible and participates in day-to-day fiscal decisions.

7. Supervises the maintenance of comprehensive confidential administrative and educational files and
record systems in an orderly fashion. Responds to requests for information from other agencies

regarding such.

8. Opens, sorts, and distributes mail. Handles routine mail to review and respond independently within
the scope of responsibility allotted and provides drafts of responses and/or relevant documentation

for the remainder.

9. Coordinates business travel/hotel arrangements, adhering to university and state guidelines. Prepares
and submits documentation for reimbursement.

10. Serves as fiscal liaison between department and hospital administrators, outreach facilities, residents,
students, SIU employees and outside agencies.

CLINICAL 10%

1. Provides assistance to patients in the form of answering non-clinical questions or transferring calls to
the appropriate areas in the clinic.

2. Assists clinic staff as needed with general office/fiscal support.

Skills, Abilities and Knowledge Required for the Position

1. Ability to problem-solve, to work well under pressure, and handle multi-responsibilities at a time
prioritizing as needed, working independently with minimal supervision.

2. Working knowledge of policies and procedures of the Department and the Division.

3. Skill in communicating effectively both orally and in writing.

4. Knowledge of principles, practices, methods and techniques of office and fiscal administration.

5. Ability to maintain absolute confidentiality regarding patient records, faculty correspondence, and
faculty/staff employee files.

6. Ability to communicate and deal effectively with faculty, staff, residents, students, co-workers, hospital
administrators, physicians, nurses, and all other individuals who relate to the Department.

7. Sensitive to the needs of underrepresented minority populations.

Responsibility

A. Supervisory Controls – Supervisory controls occur both written and orally from the Administrative Assistant.
Employee is expected to perform duties independently or with very minimal supervision. Employee must be

able to organize a variety of priorities and work independently in order to complete duties in an efficient and

effective manner. Deadlines and general instructions must be established for certain projects, however, it will

be the employee’s responsibility to organize and complete the projects by utilizing his or her own initiative,

creativity and judgment, including delegating to other office support staff.

B. Guidelines – University, School of Medicine, Department of Internal Medicine, administrative policies and
procedures will be used as guidelines for the activities relating to this position.

Difficulty

A. Complexity – This is a complex fiscal support position requiring independent decision making. This position
must be able to deal with stressful situations in a mature manner. The employee must perform responsibly in

the area of confidentiality. He/she must have the ability to function in a busy office environment with many

interruptions, meeting the needs of division faculty, many times on short notice. A high degree of good

judgment, initiative, organization, problem-solving, and consistency needs to be maintained in order to

successfully perform job function amid a variety of constant distractions. Ability to work well under pressure

in an environment that is extremely dynamic and stressful.

B. Scope and effect – This individual will interact with personnel in hospitals, private physician offices, all levels

of staff, faculty, medical students, residents and fellows within the medical school. Be efficient and helpful to

faculty, fellows, residents, students and staff as possible. This individual will also relate to and work with

outside institutions.

Environmental, Health and Safety Responsibilities

Participates in meetings, training and other environmental, health and safety activities as required by SIU School of

Medicine

Working Conditions/Physical Demands

See attached Physical and environmental Requirements form. Duties are carried out in a clean and comfortable

office environment. Work assignments will require travel to events and offices across campus from time to time.

INCUMBENT: DATE:
REVIEWED BY: DATE:
Immediate Supervisor

DATE:
Department Head/Chair