Administrative Assistant

2 weeks ago

Peoria, United States University of Illinois Full time

**Administrative Assistant (UICOMP Pediatrics)**

**Hiring Department**: Pediatrics

**Location**: Peoria, IL USA

**Requisition ID**: 1025490

**Posting Close Date**: May 30, 2024

**_ This position is located on the Peoria campus 170 miles southwest of Chicago. (On-Site Work - Not Remote)._**

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.

**Description**:
Position Summary: The Administrative Assistant serves as an integral member within the Pediatrics Department. The position assumes full responsibility for the management of faculty recruitment, faculty appointments, coordination of the faculty evaluation committee and supervision of multiple support staff. Oversight and an in-depth knowledge of administrative functions throughout the department is required to assure coverage during critical times. In order to carry out the policies of the University of Illinois and, where applicable, OSF Saint Francis Medical Center/Children's Hospital of Illinois, the Administrative Assistant must maintain an encompassing overview of departmental functions/responsibilities, possess the ability to effectively manage high impact activities, make decisions and exercise discretion in the handling of highly sensitive and confidential communications and documents. Duties & Responsibilities - False - Provides direct and indirect executive support and advice to the Department Head. Manages the Head’s calendar and ensures scheduling of complex meetings/events within the Department of Pediatrics, as well as University wide. Manages department’s highly sensitive documents and ensures the confidentiality of highly protected information, including maintaining faculty records and salary data. Manages administrative operations; maintains a comprehensive awareness of departmental functions, responsibilities, projects and deadlines. Provides both direct and indirect supervision to support staff, including job descriptions, hiring, orientation, mentoring, and evaluation of work product and performance. Responsible for employee time approval. Identifies and implements staff training to meet departmental and organizational needs and goals. Evaluates staffing levels and makes recommendations. Direct, understand and perform most other positions within the Administrative Office and provide direction and supervision to assure coverage during absences or critical times. Ensures departmental responsibilities and deadlines are met. - Responsible for drafting multi-source responses and preparing final copy correspondence/reports for departmental faculty, including employment verification letters, letters of recommendation, reports, etc. Performs interpretation, analysis and/or research in the preparation of documents. Serves as authoritative resource on policies and procedures. Reviews, investigates, develops and recommends new policies and procedures ensuring their implementation under Head’s approval and/or changes in existing policies. Manages and coordinates faculty and professional staff recruitment openings within the Department of Pediatrics, including maintaining compliance to University policies, documentation, advertising, arranging travel itineraries, accommodations, meals and interview itineraries. - Serves as an authoritative representative for divisions and/or administrators as requested, which encompasses sitting on various committees. Acts as a liaison providing guidance, feedback, and critical information between various UICOMP departments, outside entities, physicians, and staff. Coordinates special communication, such as the formation of a Departmental monthly newsletter, which is distributed to UICOMP faculty and staff, Regional Dean’s office, CHOI and OSF leadership, Unity Point leadership, Internal Medicine and Family Medicine leadership. Functions as a technical and administrative resource. Manages the annual faculty evaluation process in conjunction w

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