Office Administrator - Pulmonary, Critical Care, Sleep & Allergy, College of Medicine

Office Administrator - Pulmonary, Critical Care, Sleep & Allergy, College of Medicine

Hiring Department: DOM Pulmonary, Crl Care, Slp, Allgy

Location:

Chicago, IL USA

FTE: 1

Work Schedule:

Shift: Days

# of Positions: 1

Workplace Type:
On-Site

Salary Range (commensurate with experience): $28.98 - 36.75 / Hourly Wage

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.

This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

Serves as an administrative leader providing advanced operational, fiscal, and programmatic support to the Director of Administrative Operations and the Division of Pulmonary, Critical Care, Sleep & Allergy. Functions with a high degree of autonomy to coordinate and oversee complex administrative processes, including graduate medical education support, fiscal coordination, faculty support, and operational workflow management. Serves as a key liaison among faculty, trainees, staff, and institutional partners.

• Serves as a primary or back-up administrator for fellowship training programs, coordinating complex recruitment, onboarding, and trainee lifecycle processes.
• Manages application and interview processes, including scheduling systems, faculty coordination, and reporting outcomes.
• Maintains and ensures accuracy of trainee data in program management systems (e.g., New Innovations), including evaluations, compliance tracking, and accreditation documentation.
• Coordinates onboarding processes, ensuring completion of licensure, credentialing, certifications, contracts, and institutional requirements.
• Develops reports, surveys, and program metrics to support leadership decision-making.
• Provides guidance to program staff and ensures consistency of processes across education programs.
• Coordinates orientations, examinations, and program events, including graduation activities.

• Coordinates and administers trainee rotations, preceptorships, and educational schedules in compliance with accreditation standards.
• Maintains accurate scheduling records and ensures alignment with institutional and regulatory requirements.
• Collaborates with affiliated institutions to coordinate external training experiences and affiliations.
• Identifies and resolves scheduling conflicts and operational gaps.

• Provides high-level administrative support to Program Directors and division leadership.
• Coordinates meetings, prepares agendas, records minutes, and tracks follow-up actions.
• Manages faculty evaluation processes and supports semi-annual trainee reviews.
• Drafts professional correspondence, reports, and other documents.
• Coordinates employment verifications and administrative documentation.
• Assists with communications, including newsletters and program updates.

• Assists in monitoring, reconciling, and tracking program budgets and expenditures.
• Prepares financial summaries and reports to ensure compliance with institutional and sponsor guidelines.
• Processes purchasing transactions and reconciliations (e.g., T-cards, P-cards, Emburse, iBuy).
• Coordinates travel, procurement, and event-related expenses.
• Ensures appropriate stewardship and documentation of financial resources.

• Participates in division-level operational planning and administrative workflow improvements.
• Coordinates special projects, process improvements, and compliance initiatives.
• Serves as a resource for administrative procedures, policies, and systems.
• Performs other related duties and participate in special projects as assigned.