Full job description Description The primary function of this position is to provide clerical support in maintenance of accounts and accounting
records for the Center for Clinical Research (CCR), and CCR-supported areas at the SOM. As a secondary
function, this position offers support for general office functions.
Examples of Duties I. Accounting/Bookkeeping Duties 60%
A. Prepares invoice distribution vouchers, purchase requisitions, travel vouchers, and other transaction
documents, paying attention to details regarding completeness, accuracy, availability of funds,
appropriateness of transaction, and conformity to policies, procedures, and/or contractual agreements.
B. Manages staff absence requests and completes Payroll and Budget Office documents including
assignment costings, and retroactive adjustments.
C. Serves as Pcard Manager and Reviewer/Approver for CCR cardholders.
D. Posts financial information to journals and ledgers, via spreadsheet or UMS Accounting web software;
makes adjustments, and reconciles accounts.
E. Provides assistance to CCR's Director, Clinical Research Finance & Administration regarding SOM
Departments, Centers, and CCR clinical research financial management.
F. Serves as a resource to SOM Departments, Centers and the CCR, providing guidance and instruction
regarding institutional accounting practices, procedures and methods.
G. Manages CCR and department study related billings to ensure agencies and studies are billed accurately
and timely.
H. Assists with monitoring and auditing CCR-supported and coordinated study revenue, expenses and
outstanding invoices.
I. Reconciles accounting discrepancies by checking all possible sources of disagreement, reconstructing
probable actions, and recognizing the effect on other accounts; prepares correction documents as
required. This involves contact with internal SOM Departments and Centers, as well as affiliated
hospitals and external agencies.
J. Reviews invoices and statements, determines funds availability, verifies information, determines
account involved, codes and processes paperwork.
K. Corrects transaction documents, which may require revision of other documents or entries as well as the
original; may initiate other actions. Researches and prepares stop payments (due to duplicate payments,
incorrect billings, etc.).
L. Prepares financial statements and reports for both inside and outside agencies.
M. Receives and records contributions and grant payments; prepares receipts for deposit.
N. May audit/review accounts maintained by others in the dept (research nurses, study coordinators,
secretaries, etc.).
O. Serve as fiscal officer delegate for CCR accounts.
P. Codes and enters data where knowledge of a complex coding system is required.
Q. Composes correspondence with responsibility for accurately stating factual information which may be
gathered from a number of readily available sources.
R. Collects, enters, compiles and organizes information for recurring reports.
S. Performs other related duties as assigned.
II. Administrative 40%
A. Maintains and orders office supplies and equipment.
B. Performs annual inventory of furniture and equipment. Completes Change of Status forms for inventory
surplus and transfers.
C. Screens telephone calls and visitors; determines needs and personally handles routine inquiries, requests
and/or problems, provides factual information regarding unit regulations and procedures.
D. Assist with HR recruitment documents in the applicant tracking system, including opening positions and
submitting hire request. Submits change of assignments and term appointment renewals.
E. Provides on-boarding and training of new employees.
F. Prepares internal reports, including Human Resource fringe benefit reports, payroll reports.
G. May coordinate meetings for the CCR; preparing and distributing agendas; reserving and setting up
meeting rooms and audiovisual needs. Attends meetings, records, transcribes and distributes minutes.
H. Coordinates, maintains and oversees calendars for the Director, and Core Directors, such as conferences,
meetings, travel and other academic commitments.
I. Assists in the preparation and coordination of special events held by the Center for Clinical Research
such as training and education forums.
J. Screens daily incoming mail pertaining to the Director.
K. Assists in preparing, copying and submission of Human Resources paperwork.
L. Coordinates faculty and staff travel and accommodations for all out of town meetings.
M. Corresponds with applicants via email and phone during the recruitment process.
N. Handles request regarding electrical, maintenance and cleaning issues and reports problem to Facilities
and Services to get problem resolved. Submits work orders.
O. Serves as the Safety and Emergency Response Team Leader for CCR in the 201 E. Madison building;
maintains, completes, and files evacuation reports with SIU SM's Safety and Emergency Response
Department; completes annual safety training.
P. Assists in establishing and maintaining the Director, Clinical Research Finance & Administration's
confidential records and files.
Q. Maintains department's webpage and Hive page.
R. Performs other related duties as assigned.
Qualifications 1. High school diploma or equivalent.
2. Any one or combination totaling two (2) years (24 months) from the categories below:
1. Course work in accounting, as measured by the following conversion table or its proportional
equivalent:
? 9 semester hours equals two (2) years (24 months)
2. Course work in any discipline 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 (18) months
? 90 semester hours equals two (2) years (24 months)
3. Work experience in bookkeeping, office support, or closely related experience.
Supplemental Information If you require assistance, please contact the Office of Human Resources at or call 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.
