Administrative Aide (0058)

This position performs and coordinates essential administrative activities and performs specialized office support for the Executive Director of Revenue Cycle and the leadership team for the Revenue Cycle (Patient Business Services, Central Coding, and Credentialing) in SIU Medicine. Maintains an overall awareness of organizational activities related to the departments within the Revenue Cycle. Advises Revenue Cycle staff when appropriate.

SIU School of Medicine does not participate in the E-Verify program. Employment eligibility will be verified in accordance with applicable state and federal laws.

75% Administrative Duties

A. Provides support to the Executive Director of Revenue Cycle, Assistant Directors, and other administrative staff within the unit on various administrative/organizational matters.

B. Manages the calendars of the Revenue Cycle leaders which requires making judgements on priority meetings, managing and resolving scheduling conflicts, interactive with stakeholders and preparing the leaders in advance of meetings by gathering and preparing materials and relevant information necessary for efficient time management.

C. Answers phones for Executive Director, directs incoming calls to staff, takes messages and/or connects calls to voicemail system. In all cases, uses judgement and initiative to filter external contacts to the appropriate individuals.

D. Serves as the liaison between the Department and internal/external staff, vendors and all others who may work with the Revenue Cycle. Uses judgment and initiative to filter external contacts to the appropriate person(s) as indicated by contact.

E. Handle confidential meetings and employee files, which includes hiring, salary, evaluation, discipline, and termination information.

F. Composes correspondence and meeting minutes, which often includes confidential and sensitive information, as requested. Reviews and edits documents for content and appropriate spelling, punctuation, syntax and format. Maintains confidentiality of all reports, and issues discussed in meetings.

G. Coordinates travel arrangements for leaders in the Revenue Cycle, i.e., conference registration, hotel accommodations, ground and air transportation. Processes the travel vouchers and accounting forms as needed for travel reimbursement for individuals or vendors without director supervision.

H. Prepare for new hires and desk audits by completing Personnel/Budget forms, scheduling interviews, completing reference checks and processing Human Resources paperwork.

I. Verify, record and submit civil service, semi-monthly and AP payroll and fringe benefits for the Department.

J. Responsible for all aspects of the SIU Medicine annual inventory audit for the Revenue Cycle team; maintains inventory control files of all office furniture/equipment, and records for annual audit purposes. Resolves equipment failures in order to maintain optimum productivity of the office. Processes necessary paperwork and verification as necessary. Assist in the Office of the Comptroller's Annual Inventory and Location Certification by locating and recording each piece of PBS office equipment, reporting new equipment to the Office of the Comptroller, and completing the tagging certification forms.

K. Resolve building issues as they arise. Submit work orders accordingly and follow up to ensure they are completed.

L. Maintain orderly files and keep a current listing of all files utilized by the Executive Director and administrative staff. Purge files according to the records disposal schedule.

M. Receive, open, date stamp, sort and distribute mail and reports as needed.

N. Performs copying, scanning and duplicating of documents as needed.

O. Maintain and update Emergency Evacuation rosters for Revenue Cycle teams.

20% Fiscal Duties:

A. Assists with Department fiscal transactions, and budget maintenance; including but not limited to payroll and benefit reporting, submission of purchase requisitions, acquisition of supplier quotes/contracts, and other various institutional fiscal forms. Maintains hard/electronic copy of all files as per required by Departmental retention policy. This requires interpretation of travel regulations and knowledge of Foundation and SOM reimbursement guidelines.

B. Works with Executive Director and Directors to manage fiscal year budget to make sure the Revenue Cycle is staying within the budget set by Finance. Also, helps with setting budget for future fiscal years.

C. Departmental P-Card Manager for Revenue Cycle Teams; maintains, verifies, and reconciles all P-card transactions for the Revenue Cycle teams.

D. Take inventory and order office equipment and commodities accordingly.

E. Prepare purchase requisitions and invoices for items ordered for the unit.

F. Complete miscellaneous purchasing forms as needed such as New/Change Supplier Request, P-card Equipment Expenditure, etc.

G. Request price quotations from various vendors as needed

H. Coordinate all SIU Events (Casual Day, holiday events, etc.) by putting up posters, collecting and recording funds, and submitting total funds to the appropriate department for further distribution.

5% Performs other related duties for the SIU Medicine Revenue Cycle Teams as assigned.

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)
   2. progressively more responsible general or specialized office experience which included aspects of supervising staff or a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles
      
      

If you require assistance, please contact the Office of Human Resources at hrrecruitment@siumed.edu 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 https://www.siumed.edu/police-security. 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.