Job Summary

Duties & Responsibilities

Administrative

• Schedules appointments and meetings for the unit manager and maintains the principal’s schedule.
• Assist with supervision of Student Greeters and Health Resource Center workers.
• Attends meetings as requested by supervisor to take minutes and prepare word processed copies for distribution.
• Prioritizes the unit manager’s incoming mail.
• Composes correspondence for the unit manager and staff.
• Consults with professional staff throughout the development of materials regarding format, layout, graphic design, and artwork and project completion.
• Maintains staff’s personnel files, which includes job descriptions and credentialing.
• Assists with check out of all audiovisual equipment and parking permits.
• Constructs letters and memos for the Director of Health Education and staff as needed.
• Assists Academic Professional staff and Graduate Assistants with preparation of materials for presentations as needed.
• Research and schedule travel arrangements for Director of Health Education and Health Educators, includes flights, hotel accommodations and car rental as needed.
• Enters, organizes and compiles Outreach statistics into database, creates and prints reports.
• Coordinates special events/services for the department as deemed necessary by the Director of Health Education; End Of Year, Special Pops Health Fair and Peer Group gatherings.
• Maintains original Outreach program, forms, patient education files and special event attendee's evaluation forms.
• In the absence of the Office Manager, as needed, serves in that capacity as deemed necessary by the Director of Health Education.
• Maintains confidentiality in relation to both students and staff.
• In-house referrals: Provider will enter referral in Employee Health Resource and/or send with patient. Open EHR, check referral, schedule appointment while patient is waiting, then back to the EHR to lock form. If referral is missing in the EHR, check with clinical staff on status. If patient leaves without following up on referral, contact patient to inquire on scheduling appointment or if patient declines appointment, lock referral.
• Initiate P-Card transactions for purchases, process P-Card log, print and attach transaction receipt for reconciliation.
• Initiate travel and miscellaneous transactions in Travel Expense Management (TEM) system.
• The Director of Health Education receives numerous requests from former students, interns, GAs for letters of recommendation for a variety of higher education positions; Masters Programs, PhD Programs, etc. Templates are saved and then edited and reused at the request and direction of the Director of Health Education. Changes are indicated by the Director, letter is updated and prepared for the Director's signature. Completed letters are emailed directly to the student or more often, it is uploaded on to the school or university's website as a part of the student's incoming paperwork. Logins and passwords may be created for some of the university sites, others may send a link for the addition of the reference letter.

Schedules/Orders

• Answers phone, schedules/reschedules appointments, checks in students and processes medical records.
  
• Prints updated computer schedules for unit’s professional staff.
• Notifies unit’s professional staff when students have arrived for appointments.
• Maintains conference/classroom reservation schedule.
• Organizes and prepares work orders for both out-of-house and in-house printing and keeps log of print job status.
• Checks in newsletters, books, and journals; distributes to staff. Places orders/renewals as requested.
• Checks inventory, orders office supplies and maintains files of requisitions for department on a timely basis.
• Produces quality forms, handouts, correspondence, and reports for administrative purposes, in-house use, campus-wide distribution, and professional presentations. Proofreads and spell checks all documents.
  

Training

• Establish contact with new incoming student employees, filling student worker, graduate hourly and graduate assistant positions.
• Ensure all hiring forms are prepared in a timely manner and all required administrative signatures are obtained.
• Schedule new hire orientations as required – Human Resources, Management Information Services, Infection Prevention and Control and Risk Management for each new staff member.
• Facilitates the Health Education unit orientations and trainings for new staff, graduate assistants, graduate hourly, student workers and interns. This includes office procedures and equipment.

Clerical

• Monitor and approve the student and graduate staff time sheet entries.
• Prepare exit information for outgoing staff, after consulting with the Director of Health Education, forward necessary documents to HR for processing.
• Maintains binder of all departmental and Health Center advertising.
• Keeps master key of unit and keys for locked equipment.
• Utilizes In/Out board to keep informed about staff schedules.
• Maintains file system.
• Uses proper telephone etiquette in taking calls and relaying messages.
• Assists staff with various other duties according to current protocols, print materials, assemble packets (stress and orientation packs).
• Duplicates and assembles materials as needed.
• Gathers and distributes incoming and outgoing mail.
• Maintains the unit’s storage offices and keeps track of office related equipment.
• Routes and maintains copies of staff Request for Leave forms.
• Update and maintain the desk reference manual.
• Responsible and accountable to support and ensure a culture of safety, quality and risk management including compliance with ethics.
• Assume appropriate related additional duties to further the mission of the unit.

Minimum Qualifications

• High school diploma or equivalent.
• Any one or combination totaling two (2) years (24 months) from the categories below:
  • 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)
  • Work experience performing office/clerical activities, including the use of computer systems.
• One (1) year (12 months) of work experience comparable to the second level of this series.

Knowledge, Skills and Abilities

• Knowledge and ability to communicate with professional health educators, familiarity with McKinley Health Center and University of Illinois policies and procedures.
• Ability to communicate with supervisors, peers and subordinates.
• Ability to provide information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail or in person.
• Ability to perform day-to-day administrative tasks; maintaining information files and processing paperwork.
• Ability to communicate with persons outside and within the organization.
• Ability to read, listen, process the relayed information/idea and understand information and ideas presented in writing or orally.
• Skill in operating a computer and a laser and color printers.
• Knowledge of work processing programs, i.e. Windows, Publisher, Outlook, Explorer, Excel, PowerPoint, etc.
• Knowledge of general clerical procedures and office routine.
• Knowledge of programs and activities carried on in the Unit.
• Knowledge of grammar, spelling, and punctuation.
• Ability to review printed materials for accuracy and context.
• Ability to organize and prioritize daily projects.
• Self-motivated and able to take initiative.
• Approachable, cooperative, and works cordially with a variety of professional staff, nonacademic personnel, and students.
• Responsible, exhibits good judgment and common sense.