Office Support Specialist

Hiring Department: GME

Location: Peoria, IL USA

Requisition ID: 1027143

Posting Close Date: 9/20/24

This position is located on the Peoria campus 170 miles southwest of Chicago. (On-Site Work – Not Remote).

The University of Illinois College of Medicine Peoria (UICOMP) educates 265 medical students and more than 300 physician residents and fellows annually. Additionally, it provides clinical care to more than 31,000 patients annually and conducts basic science, clinical and outcomes research. UICOMP is a regional campus of the University of Illinois College of Medicine, a part of the University of Illinois Chicago and University of Illinois System. The College of Medicine Peoria is home to the Cancer Research Center, Center for Wellbeing, and is a collaborator in Jump Simulation. Learn more about UICOMP at http://peoria.medicine.uic.edu.

Description:

Position Summary
The incumbent will work under the direction of the Residency Coordinator and Residency Program Director assisting in a wide variety of support activities related to the residency program such as: recruitment, scheduling, policy and evaluation, contracts and licensure, and other work activities related to the residency program. Position requires knowledge of computer systems and residency procedures, use of judgement and initiative.

Duties & Responsibilities

The Office Support Specialist provides Residency Program support to the Program Director, Program Coordinator and program faculty.

Serves as a resource for typing, filing, collating, scanning, sorting, and calendaring for the program and to the residents and faculty.

Generates correspondence from draft and reviews with supervisor.

Oversees the collection of licenses, contracts, and resident information on behalf of the program.

Collects educational material and organizes if for upcoming education events.

Maintains confidential information for a large residency program by data entry into electronic systems, program spreadsheets and files.

Answers the phone for the program with contact with faculty, staff, residents and students.

Takes messages by phone, email and in person for the program coordinator and program director.

Maintains the listing for conference attendance.

Reviews incoming mail, sorts, distributes and handles responses as appropriate.

Tracks resident educational fund balances and submits expenses for reimbursement.

Provides transcription support to the program with transcribing from draft, developing into specified format, and submitting for review.

Assists with taking meeting minutes and composing them from draft notes.

Composes and develops memorandums and letters of recommendation from draft for residents and students in a specialized format for faculty.

Provides calendaring and scheduling support for the program.

Collaborate with many inside/outside units to schedule meetings, educational events, and recruitment on behalf of the program.

Books meeting rooms and provides setup for education events.

Arranges candidate hotel accommodations for recruitment with scheduling, correspondence, and confirmations.

Organizes appointments with notifies/reminds to the coordinator and/or Director.

Functions as the proctor for in-training exams for residents and students.

Gathers statistical data and confidential information on behalf of the program. Uses data entry systems to gather, produce, and run reports from web-based systems.

Supports event planning for graduation, awards ceremonies, wellness events, team building events, and other special activities.

Collaborates with others for ordering supplies, organizing materials, and setup.

Attends meetings as requested.

Performs duties listed in lower level of this classification series.

Performs other related duties as assigned.

Qualifications:

Minimum Qualifications

1. High school diploma or equivalent.
2. Any one or combination totaling two (2) years (24 months) from the categories below:
   1. College coursework in any curriculum, as measured by the following conversion table or its proportional equivalent:
      • 30 semester hours equals one (1) year (12 months)
      • Associate’s Degree (60 semester hours) equals eighteen months (18 months)
      • 90 semester hours equals two (2) years (24 months)
      • Bachelor’s Degree (120 semester hours) equals three (3) years (36 months)
   2. Work experience performing office/clerical activities, including the use of computer systems.
3. One (1) year (12 months) of work experience comparable to the second level of this series.

FY25 Benefit Booklet: https://cms.illinois.gov/benefits/stateemployee/fy2025-benefit-choice-resources.html

NOTE: Each posting requires a separate on-line application. Applications cannot be re-used.
Submission of application including work and education history is required; all information submitted will be verified.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit https://www.hr.uillinois.edu/cms/one.aspx?portalId=4292&pageId=5705 to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

The University of Illinois conducts background checks on all job candidates upon acceptance of a contingent offer of employment. Background checks will be performed in compliance with the Fair Credit Reporting Act. As an EOE/AA employer, the University of Illinois encourages applications from individuals regardless of an applicant’s race, color, religion, sex, gender identity, sexual orientation, national origin, and Veteran or disability status.

The university provides accommodations to applicants and employees. Request an Accommodation at https://jobs.uic.edu/request-and-accomodation/