Administrative Aide; Hybrid

Ofc Medicaid Innovation Remote

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 various 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 of experience from the following categories:
  • 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, including aspects of supervising staff, organizing, and performing duties that lead to knowledge of generally accepted office principles.

• One (1) year (12 months) of 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 in 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.
• Ability to communicate effectively in both written and verbal formats with a wide range of stakeholders, including MCOs and Illinois Department of Healthcare and Family Services staff.
• 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.
• Skilled 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 with 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.

This is a 100% Full Time Civil Service Administrative Aide position. The expected start date is 6/24/2026. Sponsorship for work authorization is not available for this position. System Office jobs such as this one are not eligible for the Referral Program.

The budgeted salary range for the position is $50,000.00 – $65,000.00.

This position is eligible for benefits including Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid Time Off, and Tuition waivers for employees and dependents.

Candidates must apply by 6 pm on 6/24/2026 using the application portal on the university portal. Artificial Intelligence tools may be used in some portions of the candidate review process, but all employment decisions will be made by a person.

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. Applicants with disabilities are encouraged to apply and may request a reasonable accommodation for the application and/or interview process. Requests may be submitted through the reasonable accommodations portal or by contacting System Human Resource Services, Diversity, Equity, and Inclusion.