Administrative Aide

Initiates, expedites and performs administrative functions for the Dean's Office at the University of Illinois College of Medicine Peoria while meeting departmental deadlines/responsibilities. Duties performed require an extensive knowledge of the Dean's Office, programs, policies and procedures of the campus and UIC. The position requires knowledge of various computer systems and databases. Position requires high degrees of professionalism, accuracy, accountability and confidentiality. The position works under administrative direction of the Business Administrative Associate (BAA).

Duties & Responsibilities:

• Manages the Dean's calendar/makes travel arrangements for meetings and conferences.
• Maintains a broad overview of committee deadline and responsibilities. Initiates, directs and coordinates administrative functions for numerous committees with full accountability for results.
• Provides administrative support to the UICOMP Executive Committee.
• Supports the Dean in securing agenda items (financial, curriculum updates, etc.) and building final copy agendas.
• Provides quality control when organizing and compiling meeting materials from a wide variety of sources for Committee meetings.
• Prepares and distributes final copy of confidential documents/reports requested by the Dean/Associate Deans/CFO to member of the Executive committee.
• Serves as a liaison proactively provides administrative support to various special meetings coordinated by the Dean's Office (College Executive Committee and All Faculty Meeting).
• Supports the All Faculty Meeting: solicits and compiles departmental annual, research and committee reports.
• Obtains estimates for special events and recommends cost effectiveness.
• Composes final copy of minutes. Manages the solicitation of confidential faculty nominations for the Executive Committee and College Executive Committee (Peoria).
• Prepares membership reports for UIC in a timely fashion.
• Provides administrative support to the Faculty Fellowships and Awards Committee. Coordinates meeting schedule.
• Prepares and disseminates nomination documents to faculty.
• Submits cost estimates and is responsible for purchasing engraved awards for presentation at the Annual Celebration of Excellence keeping BAA informed of final costs.
• Notifies faculty who are selected for the awards.
• Provides administrative support to the Committee on Committee. Committee on Committee places faculty on various committees based on request on "willingness to serve" survey.
• Coordinates scheduling of meeting.
• Prepares committee correspondence and roster.
• Approves and disseminates final committee roster to UIC.
• Provides administrative support to the UICOMP Senate. Coordinates rooms, equipment, and materials for meetings.
• Compiles attendance reports for UIC and manages confidential ballot repository.
• Provides administrative support to DEI Committee.
• Provides administrative support for various departmental Faculty/ Academic Professional search committees as needed.
• Serves on committees as assigned.
• Coordinates event planning sponsored by the Dean's Office.
• Completes complex travel arrangements, catering, submitting CIS tickets, assists in setting up/tear down and preparing documents needed for meetings and or events.
• Represents the Regional Dean's Office in all interactions including mail correspondence, telephone calls, walk-ins and meeting attendance.
• Screens, directs and or manages confidential and often difficult telephone calls which may require knowledge and/or interpretation of policies and procedures.
• Schedules Head/Chair yearly evaluations and EPRs for staff reporting to the Dean.
• Orders office supplies and picks up mail twice a day.
• Provides secondary support for Emburse Enterprise-purchases and reimbursements and account reconciliation for Dean's Office account.
• Serves as back-up processor for JDXpert/Cornerstone.
• Assist the Director of the Office of Human Research Oversight and Community Institutional Review Board with audits of studies submitted to the IRB to ensure compliance with policies and procedures are being followed.
• Complete and maintain current Citi training and accreditation.
• Attends monthly IRB meetings as an Administrative Member.
• Create, maintain and track yearly online confidential evaluations of the IRB Chair, Vice Chair and Director to be used for evaluations by the Regional Dean.
• The employee performs other research, reporting and/or related duties as assigned, including assisting with all aspects of responsibilities within the Office of the Dean.
• Performs other related duties as assigned.

Perform other related duties and participate in special 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

Preferred Qualifications:

To Apply: For fullest consideration click on the Apply Now button, please fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas 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 within 180 days of employment. Sponsorship for work authorization is not available for this position.

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. The university provides accommodations to applicants and employees.