Secretary III (U) (3243)

at SIU Medicine in Springfield, Illinois, United States

Job Description

Description
Provide efficient clerical support to faculty and staff members in the Department of Obstetrics and Gynecology including all Divisions and Sub-Specialties.
 Examples of Duties

Administrative 40%
A. Calendaring
Within clearly defined time frames, secretary will maintain accurate and complete academic and clinical appointment calendar for faculty members, noting and coordinating meetings, conferences, academic assignments, clinical office hours, call assignments, surgical procedures, travel schedules, vacations, leaves and etc. Said staff member will be required to prepare various reports from calendar, so accuracy is of utmost importance.
1. Enter faculty and staff time off requests into the electronic calendar.
B. Curriculum Vitae
Saia staff member will be required to keep curriculum vitae for faculty members up to date, noting new publications, professional development, and etc. as appropriate for inclusion on curriculum vitae for faculty member. Assist with preparation of promotional dossier when applicable for faculty members.
C. Telephone Support
Responsible for telephone communication for faculty members. Said staff member is often first contact for physician's academic office, and as such, will answer telephones in a timely fashion, courteously, and provide information as appropriate. Will be required to assist with coverage of phones for other staff members during various absences.
D. Travel
Coordinate faculty business travel to include registration for meetings, travel arrangements, securing hotel accommodations, and preparing reimbursement documents for vouchering by Administrative Aide upon completion of travel. Assist Administrative Aide with questions or further documentation of expenses as requested/required.
E. Correspondence
Handle all incoming and outgoing mail for faculty members. This may include keyboarding from draft or dictation letters, grants, medical transcription, and etc. for faculty member's signature and/or approval, ensuring appropriate file copies are made and filed and sending said documents.
Said staff member will open all incoming mail/correspondence and route appropriately, making note of deadlines and meetings for calendar as necessary.
F. Participate in completion of division or departmental projects when appropriate.
G. Update the procedure manual for this position and make changes as necessary.
H. Process appropriate dues and purchasing requests for faculty members with assistance of Administrative Aide or using Procurement Card (P-card) appropriately. Maintain records concerning each payment that is made with the P-Card. On a monthly basis, reconcile the statement for purchases made that month and submit the statement to the Administrative Aide responsible for vouchering.
I. Maintain an accurate and current filing system for faculty members' written material, organizing and integrating newly created records with existing files.
J. Order all academic supplies for the division.
K. Complete the monthly call schedules for the Generalist Division of OB/GYN. This includes the scheduling of resident clinic supervisor coverage.
L. Attend and record and transcribe minutes for the Generalist Division meetings or other meetings as deemed necessary by the Healthcare Administrator II and/or on an as needed basis.
II. Clinical Support 40%
Said staff member will provide clerical support to faculty members' clinical practice as requested by physicians and nurses. This will consist of, but not be limited to:
A. Refer calls to appropriate parties.
B. Handle telephone inquiries in a professional and confidential manner.
C. Serve as intermediary between physicians/nurses and patients.
D. Schedule surgeries, procedures and appointments when appropriate for faculty members.
E. Check conflicts regarding the monthly call schedule. If faculty member adds an absence after the call schedule, yearly GYN of the week or STORK clinical coverage schedules are published, assist faculty member with finding appropriate coverage for clinical obligations.
F. When staff or faculty members are absent, it is necessary to notify the appropriate department and supervisors so that arrangements can be made for appropriate coverage. Process appropriate clinic cancellation paperwork within the Department of OB/GYN's six-week minimum time frame so that patients can be rescheduled in a timely manner.
G. On a rotation basis with other support staff, collect incoming faxes throughout the department. Organize the documents by doctors. When necessary, medical record numbers need to be researched and applied to the individual faxes. Distribute the faxes to the departments or the individual doctor's mail box. Collect documents throughout the department that are sent to Central Scanning. Each document must have a scan stamp and the medical records... For full info follow application link.

Southern Illinois University School of Medicine is an Equal Opportunity Employer.