New

Office Manager (U) (3266)

SIU Medicine
$19.97 - $21.97 Hourly
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
Apr 24, 2026
We recommend using the following browsers to complete the application: Desktop: Google Chrome, Edge with Chromium Mobile: Google Chrome, Safari Description The function of this position is to provide assistance to the Executive Director, Directors, Administrative Aide and administrative staff of Patient Business Services in SIU Medicine. The following information is intended to be representative of the work performed by 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. 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. This position is ON SITE only Examples of Duties 80% Administrative Duties Provide assistance to the Executive Director of Patient Business Services, Directors, Administrative Aide and other administrative staff within the unit. Handle confidential meetings and employee files, which includes hiring, salary, evaluation, discipline, and termination information. Compose letters and memoranda, which often includes confidential and sensitive information, as requested. Type from drafts or dictation documents such as procedures, policies, memoranda, and letters to patients, physicians and staff. Assist with new hires and desk audits by completing Personnel/Budget forms, scheduling interviews, and processing Human Resources paperwork. Maintain an active appointment calendar of meetings and professional appointments for the Directors. Schedule meetings by notifying participants, acquiring conference rooms, and arranging any catering of food. Responsible for notifying the Directors of all meetings and obtains any materials needed for the meetings. Composes correspondence and meeting meetings, which often includes confidential and appropriate spelling, punctuation, syntax and format. Assist with verifying, recording and submitting civil service, semi-monthly and AP payroll and fringe benefits for the Department. Resolve building issues as they arise. Submit work orders accordingly. Assist in the Office of the Comptroller's Annual Inventory and Location Certification by locating and recording each piece of PBS office equipment, reporting new equipment to the Office of the Comptroller, and completing the tagging certification forms. Assist with credit card reader inventory and purchasing of equipment. Maintain orderly files and keep a current listing of all files utilized by the Directors and administrative staff. Purge files according to the records disposal schedule. Answer telephone, screen calls, and take accurate telephone messages for Directors and other administrative staff. Receive, open, date stamp, sort and distribute mail and reports as needed. Performs copying and duplicating of documents as needed. Organize breakroom cleanup schedule. Maintain and update Emergency Evacuation rosters for PBS staff, including coders. Maintain all PBS employee information and spreadsheets. Assists in travel arrangements for leaders in the Revenue Cycle i.e., conference registration, hotel accommodations, ground and air transportation. Organizes breakroom cleanup schedule. Maintain and update Emergency Evacuation rosters for Revenue Cycle Team. 15% Fiscal Duties: Back-up to the Departmental Card Manager for Patient Business Services; reviews and reconciles all P-card transactions for PBS. Take inventory and order office equipment and commodities accordingly. Assist with preparation of purchase requisitions and invoices for items ordered for the unit. Complete miscellaneous purchasing forms as needed such as New/Change Supplier Request, P-card Equipment Expenditure, etc. Request price quotations from various vendors as needed. Assist with travel requests for in-state and out-of-state training. This includes registering staff for the conference, making hotel reservations, and paying by P-card. Upon the traveler's return, collect receipts and any additional information needed to complete the AP Travel voucher, and then submit completed form to Accounts Payable. 5% Other duties as assigned Qualifications Credentials to be Verified by Placement Officer High school diploma or equivalent. Two (2) years (24 months) of work experience comparable to the third level of this series. Knowledge, Skills & Abilities (KSA's) Knowledge of administrative and administrative procedures and systems such as word processing, managing files and records, and other office procedures and terminology. 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. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. Knowledge of computers and computer systems (including hardware and software) to enter data, or process information. Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work. Skill in communicating effectively, both verbally and in writing as appropriate for the needs of the audience. Skill in decision making by considering the relative costs and benefits of potential actions and choosing the most appropriate one. Ability to understand written sentences and paragraphs in work related documents. 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). Ability to apply general rules to specific problems to produce answers that make sense. Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events). Ability to choose the right mathematical methods or formulas to solve a problem. Ability to provide guidance and direction to subordinates, including setting performance standards and monitoring performance. Condition of Employment Pursuant to the State Universities Civil Service System, an out-of-state resident who is hired into this position must establish Illinois residency within 180 calendar days of their start date. 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.