Administrative Aide; Hybrid

Administrative Aide (Hybrid) Job Summary

The Administrative Aide will provide comprehensive project management and administrative support to ensure smooth execution of tasks within the Project Management Team. This role will assist in coordinating project activities, tracking timelines, and supporting team collaboration.

• Provide dedicated support to multiple project teams.
• Coordinate meetings, develop agendas and ensure proper follow‑up on action items.
• Assist in managing project timelines, deliverables and tracking progress across initiatives.
• Organize, prepare and distribute project‑related materials, including reports, presentations and summaries.
• Track meeting attendance, take detailed minutes and prepare post‑meeting documentation for review.
• Provide data entry and quality assurance for project documentation into various systems.
• Proof‑read and review project documents, ensuring accuracy and alignment with organizational standards.
• Identify and resolve administrative issues to keep projects running smoothly.
• Maintain project records, including documentation of key decisions and progress reports.
• Other duties as assigned.

• High school graduation or equivalent.
• Five (5) years (60 months) of experience from the following categories:
  • College coursework in business, finance, accounting or a related field:
    • 60 semester hours or an Associate’s degree equals one (1) year.
    • 90 semester hours equals two (2) years.
    • 120 semester hours or a Bachelor’s degree equals three (3) years.
    • Master’s degree or higher equals four (4) years.
  • Progressively more responsible general or specialized office experience that includes supervising staff, organizing, and performing duties that lead to knowledge of generally accepted office principles.

• One (1) year of experience in education, training and/or work experience in the area of project management, Medicaid policy, healthcare and/or general operations.

• Strong understanding of project management methodologies and tools, including Gantt charts, timelines and project scheduling.
• Knowledge of Medicaid and Illinois Managed Care operations.
• Familiarity with HIPAA policies and guidelines.
• Administrative skills in organizing complex project tasks, managing schedules and handling multiple projects simultaneously.
• Effective communication skills, both written and verbal, with a wide range of stakeholders.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel) and project management software such as Microsoft Project, Trello or SharePoint.
• Excellent documentation skills, including the ability to maintain accurate records and ensure alignment with compliance requirements.
• Skill in identifying and resolving administrative challenges within a project setting.
• Ability to develop and maintain strong working relationships across teams.
• Strong organizational skills with the ability to prioritize complex workloads and meet deadlines.
• Knowledge of time management and monitoring of multiple project timelines and deliverables.
• Familiarity with the managed care industry and Illinois Department of Healthcare and Family Services policy and procedures.
• Knowledge in facilitating conflict resolution and ensuring project outcomes are achieved.

• Health, Dental, Vision, Life Insurance, Retirement Plan, Paid time Off and Tuition waivers for employees and dependents.

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 of Illinois System is a non‑discriminating entity for all potential employees, community members, applicants or partners. All employment decisions are made by a person, except for the use of Artificial Intelligence tools that may be used in some parts of the candidate review process and are disclosed in the job posting.

Requisition : 1036959

Job Category
:
Professional and Administrative