Office Manager (3266)

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The Office Manager provides direct administrative support to the Associate Dean for cHOP, cHOP Pillar Leaders, and departmental staff. This role serves as the central point of coordination for cHOP's non-medical consulting services, annual training programs, and various departmental activities. The Office Manager ensures operational excellence through proactive communication, event coordination, and process management, supporting the overall mission of the School of Medicine.

The following is intended to be representative of the work performed by the incumbent 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. The incumbent may be assigned additional responsibilities as needed.

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 customers through collaboration and partnership; compassion and respect; integrity and accountability; diversity and inclusion; as well as continuous learning and improvement.

Administrative and Programmatic Support 30%
1. Coordinate day-to-day operations for the department and provide specialized support for cHOP's non-medical consulting services and annual training programs.
2. Independently manage logistical arrangements for trainings, workshops, and consulting services, including scheduling, communications, space reservations, and materials preparation.
3. Serve as a liaison between cHOP and internal/external stakeholders, providing information, ensuring alignment with policies, and facilitating timely communication.
4. Draft and prepare correspondence, reports, and memoranda on behalf of cHOP leadership, incorporating appropriate research and formatting.
5. Screen and triage calls, emails, and visitors, resolving routine inquiries and directing more complex issues to appropriate team members.
6. Maintain awareness of departmental operations and proactively facilitate follow-up on time-sensitive issues.

Calendar, Travel, and Event Management 25%
1. Maintain calendars and schedules for the Associate Dean and cHOP team members; coordinate meetings and events related to consulting and training programs.
2. Organize travel for cHOP personnel, including bookings, reimbursements, and itineraries.
3. Manage space reservations, A/V requirements, catering, and event logistics for departmental activities and consulting engagements.

Procurement and Recordkeeping 25%
1. Manage departmental purchasing and P-Card transactions; ensure proper documentation and reconciliation of expenses.
2. Maintain confidential records, time reports, appointment files, and event logs in accordance with university and departmental protocols.
3. Prepare and follow up on invoices related to consulting services and track associated financial transactions.

Technology and Communication 5%
1. Support updates and content management for the cHOP Hive page and website.
2. Attend pillar and department meetings; take and upload meeting minutes to the team site.
3. Maintain current mailing and posting lists for events and ensure timely communication and distribution of materials.

Event and Education Coordination 10%
1. Assist with planning and execution of cHOP-sponsored activities, including Regularly Scheduled Series (RSS) and workshops.
2. Liaise with presenters and participants to ensure necessary forms and evaluations are completed and submitted.

Other Responsibilities 5%
1. Participate in department-led initiatives, trainings, and special projects as assigned.
2. Demonstrate a commitment to the mission and values of SIU School of Medicine, including collaboration, respect, inclusion, integrity, and continuous improvement.
3. Performs other related duties as assigned.

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.

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.