Southern Illinois University School of Medicine is hiring: Administrative Assist

Salary : $4,233.09 - $4,656.40 Monthly

Location : Springfield, IL

Job Type: Civil Service

Job Number: 2400113

Department: Facilities Management-SMS

Division: Administration

Opening Date: 10/23/2024

Closing Date: 11/25/2024 2:00 PM Central

FLSA: Exempt

Bargaining Unit: Non-Represented

Shift: Days

ExemptorNon_Exempt: Exempt

Description

The function of this position is to assist the Executive Director of Facilities Management in maintaining the smooth and efficient operation of the Department of Facilities Management.

Examples of Duties

1. Administrative Support & Coordination 75%

• Advises and provides executive, administrative support to the Executive Director of Facilities Management through the efficient coordination and implementation of all activities, projects, meetings, etc. that fall under the purview of the Executive Director.

1. Maintains and manages the Executive Director's calendar to ensure effective time management and engagement.

• Coordination for all recurring meetings with external contacts as well as with internal managers, stakeholders, project managers, etc.

• All travel activities and plans such as transportation, lodging, etc. as regulated by University guidelines.

1. Prepares and provides the necessary materials for all meetings and projects under the purview of the Executive Director of Facilities Management which may include coordination with external stakeholder/contractors in order to gather and organize all necessary materials deemed important.

• Coordinates and prepares agendas, meeting minutes and other materials for use by the Executive Director, at various standing institutional meetings.

1. Coordinates all activity between the Department of Facilities Management and the Executive Director's internal staff, external units, and outside agencies/contractors. This requires maintaining professional, working relationships with all external and internal stakeholders.

1. Responsible and accountable for the completion and dissemination of all SIU SOM & SIU HC lease and license documents as prepared by the Property Management Team within the Facilities Management Department.

1. Responsible for the supervision of the Administrative Aid, in the absence of the Executive Director, relating to all tasks that fall within the purview of the Property Management Team within the Facilities Management Department.

1. Responsible for preparing all Board Matters for approval by the Board of Trustees on behalf of the Executive Director of Facilities Management.

1. Responsible for the coordination of all Facilities Management inquires and resolves issues that require the interpretation, explanation and justification of administrative and programmatic policies and procedures on behalf of the Executive Director.

1. Reviews and updates project and meeting schedules on a daily basis.

1. Creates high level, professional documents and presentations (at times containing sensitive and confidential information) for the Executive Director and assists with technical support as needed.

1. Serves as the departmental liaison for all committees as assigned by the Executive Director.

1. Maintains and organizes all files, both physical and electronic, for the Executive Director and develops policies for maintenance as necessary.

1. Coordinates and assists the Executive Director with performance evaluations for all direct reports.

1. Coordinates schedules, agendas, committee membership rosters, and activities regarding functions and responsibilities of Facilities Management.

1. Coordinates personnel resources and informational needs for the managers of the divisions of the Department of Facilities Management.

1. Coordinates and manages secretarial services within the Department of Facilities Management as needed.

1. Supervises and responsible for ongoing records management program and serves as the Records Administrator for the Department of Facilities Management.

1. Information Coordination 25%

1. Provides executive, administrative support for routine and special projects many of which involve sensitive and confidential issues.

1. Provides appropriate information about the School of Medicine and the University to persons within the organization and to external inquirers. Handles requests for information and prepares correspondence with limited need for supervision or guidance from the Executive Director.

1. Manages all aspects of the Laserfiche document storage system for the Department of Facilities Management including staff access, training, and scanning and filing of all documents into the repository.

Qualifications

Minimum Acceptable Qualifications
CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER

1. High school graduation or equivalent
2. Any one or any combination totaling five (5) years (60 months) from the following categories:
   1. college course work in business, finance, accounting or a related field:
      • 60 semester hours or an Associate's degree equals one (1) year (12 months)
      • 90 semester hours equals two (2) years (24 months)
      • 120 semester hours or a Bachelor's degree equals three (3) years (36 months)
      • Master's degree or higher equals four (4) years (48 months)
3. progressively more responsible professional, managerial and supervisory experience that included experience in areas such as supervising staff or a job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles

*As required by the position to be filled, education, training and/or work experience in an area of specialization inherent to the position may be required to meet credential requirement #2 above.
Supplemental Information

If you require assistance, please contact the Office of Human Resources at 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 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

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