Office Manager (U) (3266)

Salary: $19.97 - $21.97 Hourly Location : Springfield, IL Job Type: Civil Service Job Number: Department: Alzheimer's Disease Center-SMS Division: Smith Center for Alzheimer's Research and Treatment Opening Date: 08/09/2024 Closing Date: Continuous FLSA: Determined by Position Bargaining Unit: AFSCME Local 370 Shift: Days ExemptorNon_Exempt: Non-Exempt Description This position provides direct support to assigned faculty and areas within the Smith Alzheimer's Center. Examples of Duties Administrative Duties (100%) - Establishes, coordinates, maintains, and reviews calendars for the Director and notifies the Director and appropriate personnel of commitments and deadlines (appointments, evaluations, reports, etc.), conflicts in schedules, prepares necessary materials, and exercises initiative to make changes as needed. Relieves the Director of personal contacts and determines appropriate course of action. Serves as liaison between the Director and/or Smith Alzheimer's Center, internal staff, external department and outside agencies. - Assists the director with creating, maintaining, and updating reports, such as those to be submitted to the Illinois Department of Public Health, Alzheimer's Disease Advisory Committee, the Illinois Board of Higher Education, the Dean of SIU School of Medicine, the Board of Trustees, and the Foundation Office. - Establishes and maintains an up-to-date filing system for the Director for easy access to retrieve document and other pertinent files. Anticipates and responds to office support needs of the Director by completing assignments as requested by the Dean, Associate Deans or other departments (i.e. annual reports, productivity reports, etc.). As directed, may also signs documents for the Director via her electronic signature of his signature stamp when appropriate. - Establishes, coordinates, and maintains administrative calendars for Smith Alzheimer's Center faculty and providers. Notifies appropriate personnel of deadlines and conflicts in schedules, prepares necessary materials, and exercises initiative to make changes as needed. May also serve as back-up for scheduling and calendaring for Department of Neurology faculty and providers. - Accompanies Director to Smith Alzheimer's Center monthly meetings, retreats, administrative meetings, and other meetings as requested. If applicable, sets up/starts virtual meeting components and assures functioning properly prior to meeting start. Draft agenda Items and prepare minutes for distribution. - Coordinate numerous standing and special meetings and committees for the Director. Prepares agenda and gathers necessary materials as needed. Schedules and/or confirms space, seating arrangements, and meals, as appropriate. Coordinates conference/virtual calls, including international calls, making sure all parties are available at the appropriate time for their time zones. Contacts various faculty, staff, and administrative individuals throughout the Medical School, hospitals, Illinois Department of Public Health, and many varied individuals in the local, national, and international research businesses and professional community, and educational and community entities. - Plans, organizes, and coordinates all details of the Smith Alzheimer's Center monthly meetings, retreats, conferences (such as the annual Brain Aging Conference), IDPH Alzheimer's Disease Advisory Committee meetings, philanthropic and other events/gatherings that the Smith Alzheimer's Center hosts or coordinates. Research potential vendors and locations, seeking the most cost-effective selections. Work with the Office of Continuing Professional Development to facilitate continuing medical education credits. Work with the marketing and/or alumni/foundation offices as appropriate. Manage RSVP lists. - Serves as main liaison for the Director and Smith Alzheimer's Center faculty and providers for internal and external communication. Communicates and coordinates effectively with outside sources, including other research institutions, educational and community entities, medical facilities, law offices, government agencies and families, answering inquiries and resolves problems that require interpretation, explanation, and justification of administrative and programmatic policies and procedures. - Screens incoming calls, relieving the principal(s) of numerous personal contacts. Uses good judgment to determine confidential nature of calls, documents pertinent information, and forwards to appropriate principal(s)/personnel. - May contact (by phone, email, mail, etc., as appropriate) patients and/or their caregivers regarding appointment reminders. Work with scheduling staff/reception to notify of cancelation and rescheduling requirements. - With little or no input, composes/transcribes and processes complex academic and research materials (letters, memos, reports, grants, forms, vouchers, travel requests, etc.), correspondence, memos, reports, and other communications for the Director, and for other faculty and staff, which includes, but is not limited to, dictation, letters, memos, reports, and items of confidential nature relative to the Smith Alzheimer's Center. Signs documents as requested. - Establishes, plans, and coordinates travel arrangements for principals and their research staff, students, and postdocs, including itineraries, airline, hotel accommodations, and processes travel reimbursement upon return. Prepares conference, seminar registrations and submits for payment processing. - Is issued and will be responsible for reconciliation of procurement credit cards for renewal of memberships; travel; lab supplies; and Smith Alzheimer's Center ordered meals. - Reviews and prioritizes incoming mail, selects and responds independently within the scope of responsibility, provides drafts of responses and/or relevant documentation for remaining items. Retrieves materials, correspondence, etc. from outgoing box and responds or directs appropriately. Returns by fax any documents completed by principals requiring responses. - Establishes and maintains general and confidential filing systems for principals(s) and assigned faculty, staff, and students. - Analyses clerical staff work requirements with the responsibility of ensuring operating guidelines and actions necessary to ensure all work for faculty is completely covered and accomplished. - Coordinates annual evaluations of faculty members, researchers, and PA staff with their supervisors. Assists in the updating of records for all faculty position descriptions and evaluations Updates position descriptions and makes appropriate copies for their files. Prepares evaluation information and forwards appropriate documents to Human Resources. - Maintains updated CVs and NIH biosketches for Director and assigned faculty. Prepare and distribute promotional dossiers for faculty. - Receives, reviews and coordinates all requests for faculty, providers, and staff absences, and subsequently, after review, passes on to principal(s) with appropriate notations, thus relieving principal(s) of having to research to ensure coverage of Smith Alzheimer's Center operations for any absence requests. - Works closely with the grants and contracts office to ensure all aspects of grant submissions are complete. This may also include interactions with faculty/staff on other departments within SIU, other national and international research teams in both the academic and industry sectors. - Works closely with the principal(s) and their collaborators on manuscript submissions and revisions. - Provide support to the principals to manage their appointment and involvement on editorial boards, ad hoc manuscript reviews, grant reviews (i.e. NIH and DoD study sections), committees, etc. - Works closely with the Marketing Associate and development officer to arrange lab tours/visits, promotion of research-related accomplishments and updates, provide information of interest to the lay community and philanthropic donors. - Acts as Smith Alzheimer's Center liaison with the General Council and Legal Affairs Office regarding visas for all Smith Alzheimer's Center incoming faculty, postdocs, and students. - Receives visitors and answers inquiries for principal(s). - Facilitate work with the Center for Clinical Research for all clinical research of the principal(s). - Establishes, plans, and coordinates potential faculty and non-faculty candidate visits/interviews, preparing itineraries, travel arrangements, and hotel accommodations. Ensures interview packets, including CVs of candidates and interview schedules are distributed to all interviewers on a timely basis. If necessary, arranges for lunches, dinners, and faculty meet and greet sessions with potential candidates to streamline candidates' availability, and coordinates if necessary scheduling presentations with Medical Education Coordinator. Escorts candidates to interviews. Assists with compositing evaluations. May also serve on interview committees, as appropriate. - Participates in the analysis, design and implementation of office information systems. - Manages the Smith Alzheimer's Center Science Grants. Prepares the call and documents for new Grant Applications. Contacts and follows up with potential reviewers for the grants. Composites grant reviewers' responses and disseminates to allocations committee. Sends out award notices to the PI's after granting decisions are made. Maintains a master file with all funded grant activity, and sends notices for 1st year and close out reports. - Manages the Intern and elective programs through the Smith Alzheimer's Center. Prepares the call for applicants for the Intern program, organizes applications, collects data of completed applications and disseminates to decision committee. Prepares paperwork for the hiring of the students chosen for the Internships. Acts as liaison between intern and mentor until hand-off is made. Assists Smith Alzheimer's Center personnel with a report of past Interns and elective participants. Maintains an up to date listing of career paths/outcomes for interns, students, residents, alumni, etc. - Work closely with the departments of Pharmacology and Neuroscience, and MMICB, in regards to graduate student training, requirements, documentation. Prepares paperwork for new and established Graduate Assistants, students, interns, and Postdocs. Work with HR as necessary for onboarding new students and Postdocs. - Performs other duties as assigned. Qualifications High school diploma or equivalent. Two (2) years (24 months) of work experience comparable to the third level of this series. Supplemental Information If you require assistance, please contact the Office of Human Resources at or call 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 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. Paid time off: Includes 13 paid holidays per year. Accrual rates vary based on employment type and years of service Paid sick time: Use for personal illness, doctor visits, or if your immediate family members fall ill Health, Dental, and Life insurance Optional life insurance: Your spouse and dependents can enroll in State term life and university-sponsored term life insurance. Prescription: Plan participants enrolled in any state health plan have prescription drug benefits included in the coverage. Long-term Disability Insurance Flexible spending accounts: Optional, IRS tax-favored program that enables you to stretch medical expenses and dependent care dollars Voluntary retirement accounts: Optional plans include the State of Illinois Deferred Compensation Plan (457) and Tax Deferred Annuity (403b). Tuition Waiver/Tuition Reimbursement: Continue your graduate or undergraduate education with the help of tuition waivers or tuition reimbursement Leaves of absence: Includes FMLA and Extended Sick Leave Benefits for qualified employees Employee Assistance Program: Access free and confidential support, including counseling services, and information during difficult times For more information please visit

Created: 2024-10-26