What are the responsibilities and job description for the Executive Assistant (0170) position at SIU Medicine?
Salary
$4,233.09 - $4,656.40 Monthly
Location
Springfield, IL
Job Type
Civil Service
Job Number
2400832
Department
Dean and Provost-SMS
Division
Administration
Opening Date
03/28/2025
Closing Date
4/7/2025 2:00 PM Central
FLSA
Exempt
Bargaining Unit
Non-Represented
Shift
Days
Exempt or Non_Exempt
Exempt
Description
This position is responsible for providing professional administrative support to the Office of the Dean and Provost which includes supporting the Associate Provost for Finance and Administration. This position will manage and coordinate institutional projects directed by the Office of the Dean and Provost which requires high-level, complex analyses, and reporting.
Examples of Duties
I. ADMINISTRATIVE SUPPORT-90%
1. Provides overall, high-level quality support to the Dean by serving as the Office of the Dean and Provost' primary liaison and by providing professional, efficient coordination of activities which include but are not limited to:
2. Preparation and recording for various Board activities including preparing agendas, communication, scheduling, minutes, packet preparation and follow up actions
3. Drafts SIU System board matters and talking points for review with the Associate
Provost. Develops presentations for the Dean and Associate Provost for the Board of Trustee meetings
4. Assists with the development of financial reports and presentations as necessary
5. Gathers various financial reports and prepares a monthly comprehensive binder of financial performance.
6. Coordinates with the Office of Education and Curriculum for the institution's accreditation review and activities such as data collection, analyses, oversight, and tracking compliance
7. Meets with the Dean and Associate Provost to plan, provide information and
deliverables to assist with productivity and effectiveness, and gather advice on
moving projects forward.
8. Coordinate and assist with the review, evaluation, and development of policies and procedures
9. Oversees large, cross-functional, organization-wide projects or initiatives; brings
together important stakeholders to help drive decisions;
10. Plan and direct preparation for select special events, such as candidate searches, accreditation site visits, board meetings, etc.
11. Manages the planning and organization of the practice plan and medical school
retreats
12. Supports the Dean and Associate Provost in coordinating, developing and monitoring strategic plans.
13. Assist offices in central administration to aid in the organization and maintenance of records
14. Serve as primary support for committees as directed including appointment notices and tracking
15. Provide excellent service to both internal and external customers through
collaboration and partnership; compassion and respect; integrity and accountability; diversity and inclusion; as 'Nell as continuous learning and improvement
16. Produces documents (often highly sensitive and confidential) in acceptable draft
and/or final form as requested. Reviews and edits documents prepared for spelling, punctuation, and format, and modifies copy as necessary.
17. Organizes the budget and financial activities for the Office as directed working
closely with the Associate Provost for Finance and Administration
18. Drafts presentations and provides other document and technical support to the Dean as needed.
19. Creates and maintains general and confidential files.
20. Assists the Dean and Associate Provost in the presentation of data and analyses
appropriate to a variety of audiences when requested.
21. Provides back up coverage, as needed, in answering phones, screening and
directing calls, and greeting and assisting guests.
II. Other Duties 10%
addressed properly, efficiently and judiciously, and keep track of progress until resolved.
1. Provides overall, high-level quality support to the Dean by serving as the Office of the Dean and Provost' primary liaison and by providing professional, efficient coordination of activities which include but are not limited to:
2. Preparation and recording for various Board activities including preparing agendas, communication, scheduling, minutes, packet preparation and follow up actions
3. Drafts SIU System board matters and talking points for review with the Associate
Provost. Develops presentations for the Dean and Associate Provost for the Board of Trustee meetings
4. Assists with the development of financial reports and presentations as necessary
5. Gathers various financial reports and prepares a monthly comprehensive binder of financial performance.
6. Coordinates with the Office of Education and Curriculum for the institution's accreditation review and activities such as data collection, analyses, oversight, and tracking compliance
7. Meets with the Dean and Associate Provost to plan, provide information and
deliverables to assist with productivity and effectiveness, and gather advice on
moving projects forward.
8. Coordinate and assist with the review, evaluation, and development of policies and procedures
9. Oversees large, cross-functional, organization-wide projects or initiatives; brings
together important stakeholders to help drive decisions;
10. Plan and direct preparation for select special events, such as candidate searches, accreditation site visits, board meetings, etc.
11. Manages the planning and organization of the practice plan and medical school
retreats
12. Supports the Dean and Associate Provost in coordinating, developing and monitoring strategic plans.
13. Assist offices in central administration to aid in the organization and maintenance of records
14. Serve as primary support for committees as directed including appointment notices and tracking
15. Provide excellent service to both internal and external customers through
collaboration and partnership; compassion and respect; integrity and accountability; diversity and inclusion; as 'Nell as continuous learning and improvement
16. Produces documents (often highly sensitive and confidential) in acceptable draft
and/or final form as requested. Reviews and edits documents prepared for spelling, punctuation, and format, and modifies copy as necessary.
17. Organizes the budget and financial activities for the Office as directed working
closely with the Associate Provost for Finance and Administration
18. Drafts presentations and provides other document and technical support to the Dean as needed.
19. Creates and maintains general and confidential files.
20. Assists the Dean and Associate Provost in the presentation of data and analyses
appropriate to a variety of audiences when requested.
21. Provides back up coverage, as needed, in answering phones, screening and
directing calls, and greeting and assisting guests.
II. Other Duties 10%
- Coordinates and participates in effort to streamline and improve services provided by the Office of the Dean and Provost.
- Assess inquiries directed to the Dean and Provost, determines the proper course of
addressed properly, efficiently and judiciously, and keep track of progress until resolved.
Qualifications
Minimum Acceptable Qualifications
CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER- High school graduation or equivalent
-
Any one or any combination totaling five (5) years (60 months) from the following categories:
-
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)
- 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
-
college course work in business, finance, accounting or a related field:
- 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.
Knowledge, Skills and Abilities (KSAs)
- Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
-
Computer Skills - Using computers and computer systems (including hardware and software) to set up functions, enter data, or process information.
- Accounting, Calendar/Scheduling, Database, Enterprise Resource Planning (ERP), Word Processing, Spreadsheet software
- Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
- Obtaining Information - Observing, receiving, and otherwise obtaining information from all relevant sources.
- Establishing and Maintaining Interpersonal Relationships - Developing constructive and cooperative working relationships with others, and maintaining them over time.
- Communicating with Persons Outside Organization - Communicating with people outside the organization, representing the organization to the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
- Organizing, Planning, and Prioritizing Work - Developing specific goals and plans to prioritize, organize, and accomplish your work.
- Documenting/Recording Information - Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
- Identifying Objects, Actions, and Events - Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
- Written and Oral Comprehension - The ability to read and listen/understand information and ideas presented in writing or orally.
- Oral Expression - The ability to communicate information and ideas verbally so others will understand.
- Written Expression - The ability to communicate information and ideas in writing so others will understand.
Supplemental Information
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.
Salary : $4,233 - $4,656
