at SIU Medicine in Springfield, Illinois, United States
Job Description
Description
Primary function of this position is to provide Administrative support to the OSA staff and students along with specialized fiscal support for the Office of Student Affairs staff.
Examples of Duties
Administrative
1. Serves as liaison for all students, faculty, and other visitors to the Office of Student Affairs. Answers all incoming telephone calls and provides assistance as appropriate. Screens all other calls and directs the telephone inquiries to the appropriate Office of Student Affairs personnel.
2. Maintains calendars for assigned OSA Staff. Informs of impending engagements and prepares necessary materials.
3. Schedules meetings, gathers information, secures and confirms spaces for OSA staff and students. Sends appropriate announcements and agenda as directed.
4. Makes and prepares and submits travel arrangement and documents for OSA staff (backup for Dr. Idrizi) including hotel arrangements, flights, registrations, and reimbursements etc while adhering to university and state guidelines
5. Makes and prepares and submits all travel arrangements and documents for Student Travel (includes general student travel, student poster travel, student affinity group, etc) including hotel arrangements, flights, registrations, reimbursements, etc while adhering to university and state guidelines.
6. Assists with the preparation and coordination of student support, including medical student special events and projects, such as the Student Affinity Group events, Winter Ball, Student Yearbook, Wellness Week, Senior Week and other student events. Schedules and attend meetings and attend, prepares and distributes appropriate communications, arranges student training and provides specialized assistance. Instructs students in the proper University procedures, advises them regarding the appropriateness of requested expenditures and authorizes transactions.
7. Reviews and edits correspondence and documents such as memos, students forms etc prepared by the professional administrative staff as directed.
8. Open and reviews incoming mail and distributes it to the appropriate staff member. Prioritizes urgent mail. Answers correspondence when possible.
9. Prepares, compiles and completes the Annual Inventory Audit.
10. Assist with Special events such as Match Day, Commencement and Orientation
11. Attend Webinars and meetings as backup when needed to mark attendance of students
12. Assist with updates to the OSA website.
Fiscal
1. Prepares OSA State and Activity accounts IDFs, Collection Reports, purchase orders etc for staff and student events ensuring correct accounts are being used all while being aware of the budget for all events. Works with the Fiscal Officer ensuring appropriate accounts are being used while being aware of the budgeted allocations for events, travel etc.
2. Prepares Foundation vouchers for payments and reimbursements for Staff Events and purchase and Student Resource Room.
3. Serves as Fiscal Officer Delegate and maintains records of unit fiscal transactions. Assists with organizing and maintaining extensive complex records for all student events which includes collecting and depositing funds, maintaining separate accounts, tracking expenses, and attendees.
- This includes ensuring OSA documents are filed in the appropriate place and maintained for the required amount of time. Each year going through the files and updating what needs to be maintained in the office, etc and making appropriate folders for each Fiscal Year.
4. Prepares Cost estimates and comparisons for goods and services for the office and student events; independently makes general office supply purchases and keep record of inventory.
5. Responsible for ordering and maintaining supplies for the Student Resource Room along with working closely with the student volunteers. This includes updating the spreadsheet of all expenses.
6. Responsible for ordering and maintaining all OSA staff supplies.
7. P-card duties:-Makes payments for OSA expenses for department and students with procurement card. Maintains[LF4] all P-card documentation in adherence with University guidelines for the Springfield and Carbondale Offices.
a. Assists the Carbondale's OSA Secretary with purchase and other events.
b. Act as Liaison for Department Fiscal Officer regarding payments.
8. Arrange payments of Memberships for OSA staff and registrations to conferences along with Students.
9.Collects and deposits monies for the various office and student events and functions.
10. Other duties, as assigned.
Percentage of time devoted to the above activities:
1. Public contact - 50%
2. Typing sensitive confidential correspondence, manuscripts, etc. - 30%
3. Composition and scheduling - 15%
4. Records management - 5%
Qualifications
1) High School graduate or equivalent; AND
2) 24... For full info follow application link.
Southern Illinois University School of Medicine is an Equal Opportunity Employer.
