Office Administrator

Administrative Coordinator

This position is located on the Rockford campus 90 miles northwest of Chicago (On-Site Work – Not Remote). Provides oversight to the administrative functions of the Department of Family and Community Medicine and its divisions, supports the Department Head and faculty, and coordinates the functions and services for the Rockford Department of Family and Community Medicine Program.

Duties & Responsibilities:

Provides administrative support for the Department Head. Manages and coordinates the Department Head's calendar. Assists the Department Head with the preparation of confidential correspondence, reports, manuscripts and other materials. Independently responds to telephone/mail/email inquiries by providing factual and directive information. Creates correspondence, meeting minutes and other documents containing authoritative information requiring knowledge of University and College procedures and practices. Supervises departmental office support staff.

Plans, assigns and reviews assignments. Counsels subordinates and evaluates their job performance. Oversees daily activities of the department. Acts as liaison to the members of the faculty, staff, students, residents, visitors, and higher administration at this site as well as other campuses. Provides administrative support for Parkview faculty in the department including travel arrangements and reimbursements using the p-card and TEM systems, room reservations, book orders, etc.

Tracks CME expenditures for Parkview department faculty as well as monthly leave reports. Makes financial expenditures as directed. Responsible for ordering supplies for the department, ordering flowers for special occasions and ordering food for breakfast, lunch or dinner meetings, as needed. Initiates and coordinates the appointment process for new faculty. Monitors paperwork for timeliness, reviews material for completeness, resolves questions or missing data and provides completed appointment packet to Head and to Dean's Office for presentation at the FAPT Committee meeting, if necessary.

Assists in completion of faculty promotion packets. Works closely with faculty in compiling data necessary for promotion, monitors progress to ensure timely completion, solicits letters of recommendation, and assists in gaining necessary committee and administrative approvals at various levels. Assists the Head, faculty and students with the preparation of letters of recommendation for residency applications. Monitors progress of letters for early match programs and reviews letters for accuracy before electronic submission to ERAS.

Oversees the hiring and training process for staff of the Department of Family and Community Medicine. Ensures orientation and trainings are scheduled as well as required identification, workspace and equipment have been provided. Maintains an overall awareness of organizational activities of import or impact to the department. Develops and maintains departmental policies and procedures in accordance with the University, College, and Departmental statutes, bylaws, guidelines and policies.

Represents the Head of the Department in problem resolution and/ or interpretation, explanation and justification of administrative and programmatic policies and procedures. Oversees the maintenance of files, records and other information of confidential nature. Assembles data and prepares administrative reports (Quarterly Faculty Activity Analysis reports, Departmental Annual reports, etc.) in collaboration with the Business Manager. Assists in the coordination of Department office alterations and maintenance and enters the necessary work orders.

Liaison with the Office of International Services for obtaining and maintaining visas and work permits for visiting foreign scientists, faculty, staff and students. Represents the Department on various committees, which enhance the goals of the department and the College of Medicine Rockford. Takes minutes, sends meeting notifications, makes room reservations and other duties related to departmental meetings. Perform other related duties and participate in special projects as assigned.

Minimum Qualifications:

High school diploma or equivalent. Any one of the following from the categories below:
Four (4) years (48 months) of work experience comparable to the third level of this series. Two (2) years (24 months) of work experience comparable to the fourth level of this series.

Preferred Qualifications:

Bachelor's degree or…