Program Assistant

4 weeks ago

Chicago, United States University of Illinois Full time
Program Assistant - Obstetrics & Gynecology

Hiring Department: Obstetrics & Gynecology

Location: Chicago, IL USA

Requisition ID: 1026662

Work Scheduled: On-Site Monday - Friday 9:00 am - 5:00 pm

Posting Close Date: 11/29/2024

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 over 300,000 alumni, and is one of the largest employers in the city of Chicago.

This is a full-time and benefits eligible position. UIC offers competitive salaries commensurate with experience. In addition all full time benefits eligible positions include a comprehensive benefits package which include; Health, Dental, Vision, Life, Disability & AD&D insurance, a defined benefit pension plan as well as paid leave which includes; Vacation, Holiday and Sick. In addition we offer tuition waivers for employees and dependents. Click for a complete list of Employee Benefits.

UIC is seeking a Program Assistant to join our College of Medicine, Obstetrics & Gynecology department. The Program Assistant will assist in the coordination of divisional administrative activities, such as coordinating complex clinical schedules, preparing administrative reports, managing faculty development funds and divisional expenditures, organizing meetings/conferences, maintaining operational appointments calendars, preparing periodic schedules, arranging travel for faculty, visitors, and guests, and assist with scheduling interviews.

Duties & Responsibilities:
  • Manage daily office operations including maintenance of faculty calendars, review of faculty time off requests, scheduling internal and external division meetings, maintaining files including licenses and membership information, literature searches, and other daily responsibilities. Generate administrative reports as required.
  • Develop and maintain all division schedules including: clinical, administrative, research, and educational obligations. Enter divisional schedules into appropriate systems and make necessary updates for changes. Prepare monthly, quarterly, semiannual, and annual tallies of services covered by the Division faculty, and compare with their clinical FTE assignments.
  • Serve as purchasing agent for all purchases for the division using methods authorized for the University and in accordance with Department and OBFS policies and procedures.
  • Arrange all business travel for faculty related to various conferences, meetings, or committees and generate travel itineraries. Serve as a resource for division faculty regarding OBFS business travel policies and procedures.
  • Organize all recruitments for the Divisions including but not limited to communication with candidates, organizing travel and hotel accommodations, creating interview schedules, organizing the day of interview and follow-up communication.
  • Manage new hire orientation process for faculty within the Divisions: scheduling orientation and training, obtaining dictation codes, scrub access, lab coats, business cards, IDs, etc.
  • Work with the Division Director to evaluate division activities on a regular basis and identify areas for improvement. Formulate and initiate changes based on evaluation.
  • Provide cross coverage for other divisional administrative teams as needed.
  • Other duties as assigned in service of the Divisions or Department.

Minimum Qualifications Required:
  1. Bachelor's degree.
  2. Demonstrated experience supporting Faculty and Clinical team memberswithin higher education

Preferred Qualifications:
  • Experience in academic medicine setting
  • Autonomy in problem solving and a strong sense of division priorities and equity of assignments.

#LI-ONSITE

To Apply: For fullest consideration click on the Apply Now button, please fully complete all sections of the onlineapplication including adding your full work history with specific details ofyour duties & responsibilities for each position held. Fully completethe education, licensure, certification and language sections. Youmay upload a resume, cover letter, certifications, licensures, transcripts anddiplomas within the application.

Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date. Illinois Residency is required 180 days of employment.

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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