Southern Illinois University School of Medicine
Administrative Aide - Surgery Payroll
Southern Illinois University School of Medicine, Springfield
Salary : $3,857.91 - $4,243.70 Monthly
Location : Springfield, IL
Job Type: Civil Service
Job Number: 2401282
Department: Surgery Clinic-SMS
Division: Administration
Opening Date: 08/15/2025
Closing Date: 8/25/2025 2:00 PM Central
FLSA: Exempt
Bargaining Unit: AFSCME Local 370
Shift: Days
ExemptorNon_Exempt: Exempt
SMS/SWS#: SMS.CS.N10904.001
Description
This position provides administrative and financial support to the Department of Surgery. This position is the primary
person responsible for bi-weekly; semi-monthly and monthly payroll, and Faculty and PA fringe benefits reports. This
position also provides back-up administrative support to purchasing and other fiscal activities of the Department of
Surgery, as deemed necessary by the supervisor.
Examples of Duties
A. Administrative 80%
l Directs and advises staff, handling administrative activities and operating procedures daily, and in the
absence of the Business Administrative Associate.
2. Designated fiscal officer on all Department of Surgery accounts.
3. Administers the semi-monthly, and biweekly payroll for the Department of Surgery.
4. Signs as designated fiscal officer on all payroll reports and on semi- monthly and biweekly benefit
reports.
5. Attends meetings and training sessions regarding system, procedure, and policy changes and
updates. Transmits this Information to appropriate faculty and staff. Attends staff and departmental
meetings.
6. Trains employees and assists administrative and clinical supervisors of the Department on the process
of the payroll policies. Responds to inquiries and explains policies to the clinic and academic staff
regarding the payroll process.
7. Serves as liaison for the clinic staff, physicians, secretarial staff, Information Technology, the Office
of Human
Resources, Central Services, Print Shop, Purchasing, and the Payroll Office.
Serves as resource in advising, interpreting and ensuring compliance with University, School of Medicine,
P&S, and departmental policies, regulations, and, procedures for faculty and staff regarding various clinic
activities, i.e., time and benefit regulations and reporting.
B. Fiscal Administration 15%
1 Designated fiscal officer for expenditures within the clinic budget.
2. Responsible for training of new staff in the financial regulations of the School of
Medicine as well as the Department of Surgery.
3. Monitors expenditures in order to maintain maximum cost effectiveness in the
Surgery Clinic.
4. Recommends procedures to enhance the Department's financial stability.
5. Posts financial information to accounting system and makes adjustments and reconciles on a monthly
basis.
Civil Service Position Description
C. Reporting 5%
1. Runs and organizes monthly operational reports containing confidential Information as
directed by the Assistant to the Chair or Business Administrative Associate. Assembles
and prepares for various financial statements and administrative reports, containing
confidential information, as needed to develop budgets and budget projections.
2. Extracts, manipulates and analyzes clinical and financial data using electronic databases,
3. Interprets data for presentation to Department of Surgery staff.
4. ?Designs and prepares spreadsheets to house data.
5. Creates monthly reports as well as ad-hoc reports on an as-needed basis for departmental requests.
Qualifications
Supplemental Information
If you require assistance, please contact the Office of Human Resources at 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 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.
Paid time off: Includes 12 paid holidays per year. Accrual rates vary based on employment type and years of service
Paid sick time: Use for personal illness, doctor visits, or if your immediate family members fall ill
Health, Dental, and Life insurance
Optional life insurance: Your spouse and dependents can enroll in State term life and university-sponsored term life insurance.
Prescription: Plan participants enrolled in any state health plan have prescription drug benefits included in the coverage.
Long-term Disability Insurance
Flexible spending accounts: Optional, IRS tax-favored program that enables you to stretch medical expenses and dependent care dollars
Voluntary retirement accounts: Optional plans include the State of Illinois Deferred Compensation Plan (457) and Tax Deferred Annuity (403b).
Tuition Waiver/Tuition Reimbursement: Continue your graduate or undergraduate education with the help of tuition waivers or tuition reimbursement
Leaves of absence: Includes FMLA and Extended Sick Leave Benefits for qualified employees
Employee Assistance Program: Access free and confidential support, including counseling services, and information during difficult times
For more information please visit
Location : Springfield, IL
Job Type: Civil Service
Job Number: 2401282
Department: Surgery Clinic-SMS
Division: Administration
Opening Date: 08/15/2025
Closing Date: 8/25/2025 2:00 PM Central
FLSA: Exempt
Bargaining Unit: AFSCME Local 370
Shift: Days
ExemptorNon_Exempt: Exempt
SMS/SWS#: SMS.CS.N10904.001
Description
This position provides administrative and financial support to the Department of Surgery. This position is the primary
person responsible for bi-weekly; semi-monthly and monthly payroll, and Faculty and PA fringe benefits reports. This
position also provides back-up administrative support to purchasing and other fiscal activities of the Department of
Surgery, as deemed necessary by the supervisor.
Examples of Duties
A. Administrative 80%
l Directs and advises staff, handling administrative activities and operating procedures daily, and in the
absence of the Business Administrative Associate.
2. Designated fiscal officer on all Department of Surgery accounts.
3. Administers the semi-monthly, and biweekly payroll for the Department of Surgery.
4. Signs as designated fiscal officer on all payroll reports and on semi- monthly and biweekly benefit
reports.
5. Attends meetings and training sessions regarding system, procedure, and policy changes and
updates. Transmits this Information to appropriate faculty and staff. Attends staff and departmental
meetings.
6. Trains employees and assists administrative and clinical supervisors of the Department on the process
of the payroll policies. Responds to inquiries and explains policies to the clinic and academic staff
regarding the payroll process.
7. Serves as liaison for the clinic staff, physicians, secretarial staff, Information Technology, the Office
of Human
Resources, Central Services, Print Shop, Purchasing, and the Payroll Office.
Serves as resource in advising, interpreting and ensuring compliance with University, School of Medicine,
P&S, and departmental policies, regulations, and, procedures for faculty and staff regarding various clinic
activities, i.e., time and benefit regulations and reporting.
B. Fiscal Administration 15%
1 Designated fiscal officer for expenditures within the clinic budget.
2. Responsible for training of new staff in the financial regulations of the School of
Medicine as well as the Department of Surgery.
3. Monitors expenditures in order to maintain maximum cost effectiveness in the
Surgery Clinic.
4. Recommends procedures to enhance the Department's financial stability.
5. Posts financial information to accounting system and makes adjustments and reconciles on a monthly
basis.
Civil Service Position Description
C. Reporting 5%
1. Runs and organizes monthly operational reports containing confidential Information as
directed by the Assistant to the Chair or Business Administrative Associate. Assembles
and prepares for various financial statements and administrative reports, containing
confidential information, as needed to develop budgets and budget projections.
2. Extracts, manipulates and analyzes clinical and financial data using electronic databases,
3. Interprets data for presentation to Department of Surgery staff.
4. ?Designs and prepares spreadsheets to house data.
5. Creates monthly reports as well as ad-hoc reports on an as-needed basis for departmental requests.
Qualifications
- 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 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
- college course work in business, finance, accounting or a related field:
Supplemental Information
If you require assistance, please contact the Office of Human Resources at 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 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.
Paid time off: Includes 12 paid holidays per year. Accrual rates vary based on employment type and years of service
Paid sick time: Use for personal illness, doctor visits, or if your immediate family members fall ill
Health, Dental, and Life insurance
Optional life insurance: Your spouse and dependents can enroll in State term life and university-sponsored term life insurance.
Prescription: Plan participants enrolled in any state health plan have prescription drug benefits included in the coverage.
Long-term Disability Insurance
Flexible spending accounts: Optional, IRS tax-favored program that enables you to stretch medical expenses and dependent care dollars
Voluntary retirement accounts: Optional plans include the State of Illinois Deferred Compensation Plan (457) and Tax Deferred Annuity (403b).
Tuition Waiver/Tuition Reimbursement: Continue your graduate or undergraduate education with the help of tuition waivers or tuition reimbursement
Leaves of absence: Includes FMLA and Extended Sick Leave Benefits for qualified employees
Employee Assistance Program: Access free and confidential support, including counseling services, and information during difficult times
For more information please visit