Office Administrator - Carle Illinois College of Medicine

Office Administrator
Carle Illinois College of Medicine
University of Illinois Urbana-Champaign

The Carle Illinois College of Medicine seeks an Office Administrator to join our collaborative team in the Department of Clinical Sciences. This position is an exciting opportunity to contribute your skills to a medical school that is revolutionizing the future of medicine and be a part of building the future of health care. We encourage you to apply and be part of a supportive team which contributes to the mission success of the college.

The Office Administrator will provide departmental and unit administrative/operational support to the faculty, staff, and leadership in one or more academic departments. Serve as primary administrative support to assigned Department Head(s), and primary contact between other college units and the departments.

Departmental Administration and Support:

• Provide administrative support to the Department Head. Under the direction of the Director and the Administrative Aide, supports department related projects and initiatives.
• Manage complex workflows as directed, 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.
• Prepare correspondence that reflects knowledge of subject matter and appropriately represents college standards; at times responding on behalf of College Leadership.
• 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 Department Head, department faculty, staff and students, and the campus.
• Coordinate and attend meetings on behalf of department leadership. Manage invitations, space, equipment, agendas, materials and minutes.
• Coordinate calendars for department leadership.
• Maintain departmental email lists, list serves, faculty lists, webpages and other communication resources.

Process Support and Compliance:

• Participate in the analysis, design, and implementation of the office information systems.
• Under the direction of department leadership, develop, implement, maintain, and interpret departmental and college policies and procedures to ensure efficient operations; collaborate with stakeholders to establish and manage processes that support departmental priorities and initiatives.
• Assist in managing and coordinating compliance activities, trainings and reporting such as periodic mandatory policy review and the annual RNUA compliance reporting.

Fiscal:

• Coordinate travel, reconcile charges, conference registration, and/or process reimbursements in the applicable campus system.

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.

• High school diploma or equivalent.
• Any one or combination totaling four (4) years (48 months), 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.

This is a 100% full-time Civil Service 3253 - Office Administrator position, appointed on a 12-month basis. The expected start date is as soon as possible after the close date. The budgeted salary range for this position is $53,000–$58,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. This position is not eligible for any type of sponsorship for work authorization.

This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life…