at SIU Medicine in Springfield, Illinois, United States
Job Description
Description
This position performs and coordinates essential administrative activities and performs specialized office support for the Executive Leadership team for the Office of Development and Alumni Relations in conjunction with the Administrative Assistant under the direction of the Director of Business Services in accordance with policies and standards of performance.
Examples of Duties
Administrative 80%
1. Provides support to Department Executive Leadership team on various
administrative/organizational matters. Manages the executive leaders' calendars which
requires making judgements on priority meetings, managing and resolving scheduling
conflicts, interacting with stakeholders and preparing executives in advance of meetings by
gathering and preparing materials and relevant information necessary for efficient time
management. Also maintains the Alumni Communications schedule in coordination with the
events manager.
2. Serves as the main receptionist for the office; answers telephones, directs calls to staff, takes messages and/or connects calls to voicemail system. In all cases, uses judgment and
initiative to filter external contacts to the appropriate person(s) as indicated by contact.
3. Serves as liaison between the Department and the internal/external staff, donors, sponsors, vendors and community members. In conjunction with the Administrative Assistant, acts as main point of contact for the office and executive leadership team by providing high level, excellent customer service in a prompt and courteous manner.
4. Composes correspondence and brief narrative reports as requested. Reviews and edits
documents for content and appropriate spelling, punctuation, syntax and format. Creates
graphics to accompany reports as well as other graphic applications such as badges,
postcards, booklets and flyers. Maintains proper confidentiality of all reports.
5. Coordinates travel arrangements for the staff of Development and Alumni Relations, i.e.,
conference registration, hotel accommodations, ground and air transportation. P rocesses
travel vouchers and accounting forms as needed for travel reimbursement to individuals or
payment of vendor accounts without director supervision.
6. On a daily basis distributes office correspondence, date stamps and distributes as required. Prioritizes the principal(s) incoming mail, alerts principal(s) to important correspondence or drafts responses as needed and forwards to proper individuals. Maintains confidentiality of all sensitive information received in the department.
7. Assists Director of Alumni Relations and Event Manager with Alumni Board meetings and
committee work such as coordination of materials for the overall Board and various
committees. Mandatory attendance is required at Alumni Board meetings (2x year) in order
to take minutes of actions and assist in overall meeting set-up and execution.
8. Provides support for Development and Alumni events including but not limited to, mail
merge documents, creation of name badges, flyers, postcards and brochures. Attends
events as requested to assist with meeting set-up, guest registration and execution.
Accesses and is knowledgeable of contact information using the alumni and donor
databases.
9. Responsible for all aspects of the SIU School of Medicine annual inventory audit for
Development and Alumni Relations; maintains inventory control files of all office
furniture/equipment, and records for annual audit purposes. Resolves Equipment failures in
order to maintain optimum productivity of the office. Processes necessary paperwork and
verification for the office of the comptroller as necessary.
10. As requested, assists the Administrative Assistant in maintaining contact information and
transcribing donor updates to create contact reports and/or proposals on behalf of the
Development Officer(s). This data is then entered into donor database manually. Maintains
strict confidentiality of various aspects and information related to stewardship and
fundraising activities; maintain a thorough filing system which may include confidential
material.
11. Orders and maintains adequate office supplies from outside and internal suppliers.
Maintains manual and digital filing systems for the office to maintain optimum productivity.
12. Assist the Director of Business Services and the Administrative Assistant in achieving a
paperless office environment by moving all dated paper files for the Office of Development
and Alumni Relations from physical to digital file storage by scanning files or supervising
extra office help in the scanning of files; oversee the proper archive of scanned files. Achieve
removal and archive of current dated files from the Office of Development and Alumni
Relations according to School of Medicine and SIU-Carbondale standard... For full info follow application link.
Southern Illinois University School of Medicine is an Equal Opportunity Employer.
