Extra Help Program Assistant

4 weeks ago

Chicago, United States University of Illinois Full time
Extra Help Program Assistant - Pediatric Administration

This Position is temporary, non-benefits eligible, and is limited to 900 hours.

Hiring Department: Pediatric Administration

Location: Chicago, IL USA

Requisition ID: 1023962

Posting Close Date: 5/16/2024

About the University of Illinois Chicago

UIC is among the nation's preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent "Best Colleges" rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has nearly 260,000 alumni, and is one of the largest employers in the city of Chicago.

Description:

The Department of Pediatrics is seeking an Extra Help Program Assistant to provide comprehensive administrative support to facilitate the smooth operation of departmental functions. This position will involve a diverse range of responsibilities, including administrative support for Department Head and Director of Administrative Operations, coordination of departmental meetings, management of departmental communications, and assistance with various administrative tasks.

Duties & Responsibilities
  • Department Head/DAO Administrative Support; Assist in the preparation of agendas for departmental meetings, including those for the Clinical Competence Committee (CCC), chiefs, and faculty. Host and manage remote meetings, ensuring seamless communication and coordination. Undertake special projects and deploy as needed to support departmental initiatives.
  • Department of Pediatrics Grand Rounds; Coordinate logistical arrangements for Grand Rounds sessions, including scheduling, room setup, and equipment support. Assist in the dissemination of information related to Grand Rounds events.
  • Front Desk Reception; Provide full-time, in-person reception support, including greeting visitors, answering inquiries, and directing calls or messages to the appropriate personnel.
  • Conference Room Set-up/Equipment Support; Ensure conference rooms are properly set up for meetings and events, including arranging seating, AV equipment, and other necessary resources.
  • Keys/Building Access; Manage building access and key distribution for departmental personnel as needed.
  • Mail Management; Sort and distribute incoming mail (MC 846) to relevant recipients within the department.
  • Office Maintenance; Maintain the appearance and functionality of office décor, equipment, and supplies, ensuring a clean and organized workspace.
  • Department Listserv and Communications; Manage the department listserv, distributing announcements, updates, and communications to departmental staff.
  • Clerkship Support; Provide administrative support for clerkship activities, including scheduling, documentation, and coordination with educational staff.
  • Patriciate in other duties and special projects as assigned.

Qualifications:

  1. Bachelor's degree.

Preferred Qualifications
Knowledge of general office practices and procedures
Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Knowledge of principles and methods for curriculum and training design, teaching and instruction for individuals and groups, and the measurement of training effects
Skill in oral and written communication
Ability to work effectively with staff, the public, and outside constituency groups
Ability to organize and multi-task
Ability to supervise and knowledge of administrative concepts and methods.
Ability to utilize various computer software packages
Ability to work independently and exercise judgment in order to be able to analyze and investigate a variety of questions or problems

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, and employment eligibility review through E-Verify.

The university provides accommodations to applicants and employees. Request an Accommodation

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