Office Support Specialist

Position Summary The Office Support Specialist works under the direction of the Department Chair and Business Administrative Associate and provides administrative support to faculty members of the Department of Psychiatry and Behavioral Medicine at the University of Illinois College of Medicine at Peoria. The person in this position will work with multiple computer systems and perform a wide variety of office support tasks. Duties Responsibilities Oversee and manage faculty recruitment by managing recruitment materials, including advertisements, interview itineraries, travel arrangements, and candidate evaluations. Assist search committees and serve as a liaison with candidates and candidates’ partners. Research and report itineraries and candidate travel. Process new faculty appointments for paid and volunteer faculty and help welcome and orient them to the department. Handle credentialing/recredentialing/licensure for all incoming and current faculty. Manage incoming calls to the main department phone, greet visitors, answer questions, and respond to requests. Follow-up on patient referrals and no-shows. Schedule appointments in the Epic electronic medical records system for contracted offsite clinics. Serve as the primary administrator for the Center for Wellbeing. Enter appointment and patient information into the Titanium electronic medical record system. Provide necessary clerical support. Process billing and monitor payments. Send paperwork to new clients and forward all completed information to the Center for Wellbeing director. Monitor and maintain resident and faculty travel expenditures and conference attendance. Arrange reimbursements for travel and moving expenses through Emburse. Make all department travel arrangements and process reports. Ensure expenses are within the departmental budget and university guidelines, and report expenses to the Business Administrative Associate. Compile, provide, and maintain confidential information for the department’s annual report and annual faculty evaluations. Schedule and facilitate annual faculty evaluations for the Department Chairman. Update department directories and website. Purchase supplies for the department and ensure the appropriate use and documentation of the University's purchasing policies, including credit cards, purchase orders, and iBuy purchases. Renew and maintain department memberships to professional organizations by adhering to the purchasing policies. Provide clerical support to faculty members on the path to promotion. This includes working with the Interfolio system and the Promotion Packet process. Assist the Department Chair and Business Administrative Associate with projects and perform other related duties as assigned.