Office Support Associate – Speech and Hearing Sciences
Speech and Hearing Sciences
The Department
of Speech and Hearing Sciences (SHS) with the College of Applied Health
Sciences (AHS) seeks a full-time (12-month) Office Support Associate.
This position will act as primary
administrative office receptionist and secondary clinic receptionist and
perform a variety of administrative duties related to the daily operation of
the Department of Speech and Hearing Science. This position will be split between the main department office and the
Audiology and Speech Language Pathology Clinic.
Major Duties and
Responsibilities
Administrative Office
Responsibilities
Primary
receptionist for departmental office, including telephone inquiries and
responses, greeting visitors, monitoring emails in the departmental main
inbox, and relaying messages to appropriate persons.
Reviews all
incoming mail, responding to routine items and distributing remainder to
appropriate faculty and staff.
Maintains
departmental calendars; oversee parking and room reservation process for
department facilities. Manage requests for facility keys.
Assist
Administrative Aide (Facilities Manager) with facilities work orders and
other facility-related tasks
Coordinates
office supply ordering and work with college business shared services on
faculty lab/equipment supplies.
Assists with
filing student records and other departmental documents.
Assists
Administrative Aide and Graduate Secretary with coordination of
departmental events.
Creates, updates, revises and retrieve files and
records with responsibility for maintaining adequate and accurate
information, which includes working with confidential materials.
Clinic Reception
Secondary
receptionist for Audiology and Speech Language Pathology Clinic, including
telephone inquiries and responses, greeting visitors, monitoring emails in
the clinic main inbox, and relaying messages to appropriate persons.
When at the
clinic reception desk, check-in patients, collect co-payment fees,
schedule follow-up appointments, and other related tasks under the
direction of the Clinic Business Specialist.
Reviews all
incoming mail, responding to routine items independently and distributing
remainder to appropriate faculty and staff.
Responsible for
clinic materials ordering, including hearing aids, etc. Prepare shipments of durable medical
equipment (i.e. hearing aids and peripherals).
Student and Faculty Support
Assists Audiology and SLP Clinical Placement
Coordinators with initial entry of external placements into Contracts
+. Maintains spreadsheet of active
contracts and contact information. Monitors expiration dates so contract
renewals can be initiated.
Assists Graduate Secretary with maintaining
proper documentation related to the accreditation of Audiology and
Speech-Language Pathology Graduate Programs. Maintain evidence library as directed by
the Education Policy and Program Policy committee chairs or Program
Director(s).
Coordinates with faculty and adjunct faculty to
order course textbooks and syllabi submissions each semester.
Fields requests/inquiries into the ASL Program.
Financial
Liaison for travel
regulations for SHS faculty, clinical faculty & staff. Check that the process for
reimbursements and forms are complete and approved for payment via Chrome
River. Chrome River proxy support
for faculty, clinical faculty, staff, & students. Arrange travel for faculty, clinical
faculty, students, and guests with t-card and/or iTravel system.
Processes Human Research Subject Payments and
Requests for Amazon eCodes.
Manages departmental and clinic inventory
process, in collaboration with AHS Business Office. Maintains records and
document additions and deletions from inventory.
Coordinates Annual Equipment Calibrations with
clinic, research faculty and Gordon Stowe.
Pays invoices for Hearing Aids and other
accessories for the Audiology clinic.
Perform other duties as assigned
and appropriate.
Qualifications
Required: Per SUCSS Specs
Knowledge, Skills, and Abilities
Required to have strong
communication skills (oral, written, and computer) in order to interact effectively
on a day-to-day basis with faculty, staff, students, and other persons.
Standard Microsoft
Office software proficiency is required.Knowledge of University business applications
including Chrome River, Clinic EMR systems and iBuy, are preferred.
Willingness to request
and/or pursue information and training necessary to fulfill duties and
responsibilities is required, even when those resources are external to the
University.
Ability to understand
HIPAA laws, policy and practices as well as medical terminology and clinic
practices.
Confidentiality and patient privacy
is required.
Movement between administrative
office at 901 S. Sixth St., and the clinic at 2001 S. Oak St. is required.
Working Conditions
This
position works in a clinic environment and is open to the public. Office is very busy with a lot of
distractions. Appointment Information
This is a 100% full-time Civil Service 0846 – Office Support Associate position, appointed on a 12-month basis. The expected start date is as soon as possible. Salary is commensurate with experience.
For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.
Application Procedures & Deadline Information
Applications must be received by 6:00 pm (CST) on July 20, 2023. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact [email protected]. For questions regarding the application process, please contact 217-333-2137.
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 Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, COVID-19 vaccination requirement, and employment eligibility review through E-Verify.
Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing [email protected].
Requisition ID: 1018735
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu
The University of Illinois is an Equal Opportunity/Affirmative Action Employer. The administration, faculty and staff embrace diversity and are committed to attracting qualified candidates who also embrace and value diversity and inclusivity.
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