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Administrative Aide

1 month ago

Urbana, United States University of Illinois Urbana-Champaign Full time

**Administrative Aide - Carle Illinois College of Medicine**:
**Administration**:
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Job Summary

The Carle Illinois College of Medicine is seeking an Administrative Aide to provide primary administrative support to the Executive Vice Dean. As part of an administrative team, this position will also provide support to the dean's office and the college in the coordination of administrative programs and strategic initiatives.
- College-Wide Strategic Initiatives

Work closely with college leadership and the Dean’s assistant to support the planning, organization, and implementation of college-level strategic priorities and initiatives. In partnership with college leadership, develop, coordinate, and execute plans to ensure the success of strategic projects and programs on behalf of the College.
- Plan and coordinate faculty and senior administrator seminars and presentations. Maintain extensive contact with senior administration within the university, units and departments, and organize itineraries for visiting individuals or groups; assist with the planning and organization of events, lectures, and conferences.
- Participate in the planning, design and implementation of initiatives and the establishment of new units within the college.
- Manage the complex workflow for college initiatives, including scheduling activities based on need and importance and setting priorities to ensure efficient coordination of activities.
- Support emergent strategic projects within the College, as well as broader university-wide initiatives, to further the mission of the College.

Executive Leadership Administrative

Provide administrative support to the Executive Vice Dean.
- Manage the complex workflow for the Executive Vice Dean, keeping abreast of all issues so that matters are handled appropriately with discretion and strict confidentiality. Schedule activities based on need and importance. Establish priorities to ensure efficient coordination of activities.
- Under the direction of the Executive Vice Dean, provide support in developing, implementing, and/or maintaining policy and procedural changes.
- Keyboard documents containing confidential and/or sensitive information, research, and update PowerPoint presentations. Establish and maintain confidential records and files on specific initiatives/projects.
- Serve as a liaison between the Executive Vice Dean, College faculty, staff and students, and the campus.
- Coordinate travel, reconcile charges, conference registration, and/or process reimbursements in the TEM system.

Administrative
- As requested, and under the direction of the Dean’s Assistant, provide cross-coverage/support to administrative offices and academic programs.
- Interpret policies and procedures for the college and the university to ensure efficient operation of the College. Work closely with others to establish, implement, and manage processes that are in support of the college priorities and initiatives.
- Participate in the analysis, design, and implementation of the office information systems.
- Supervise and manage the work of office support staff as directed.
- Perform other closely related duties as assigned.

Instruction Support

Provide support to the Executive Vice Dean’s instructional activities. This includes but is not limited to:

- Curriculum revisions and web page maintenance.
- Scheduling of office hours and responding to student requests.
- Coordinate with other academic departments/units to organize guest speakers, manage travel arrangements, and expense reimbursements.

Other
- Establish and maintain effective working relationships in a manner consistent with a workplace of dignity and respect.
- Foster a culture of diversity and inclusion; support and engage in equal employment opportunity principles, rules, and regulations
- Champion positive inter-professional relationships bridging the college’s private/public organization and missions
- Perform other related duties or projects as assigned

Minimum 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

**Appointment Information**:
This is a 100% full-time Civil Se

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