Office Administrator

Carle Illinois College of Medicine

Job Summary

Provide departmental and unit administrative/operational support to the faculty, staff, and leadership in one or more academic departments and/or the Office of Faculty Affairs and Development. Serve as primary administrative support to assigned Department Head (s) and/or Associate Dean, and primary contact between other college units and the departments.

Duties & Responsibilities

• Departmental/Unit Administration and Support
  
  • Serve as primary administrative support to Department Head(s), and/or Associate Dean.
  • Maintain departmental/unit email lists, list serves, webpages, and other communication resources.
  • Coordinate departmental/unit travel, reconcile charges, conference registration, and/or process reimbursements in the Travel and Expense Management (TEM) system.
  • Complete and process administrative forms and documents, including budget forms, procurement documents, i-Buy, P-Card and Chrome River documents.
  • Coordinate and attend meetings with and on behalf of departmental/unit leadership and faculty. Support departmental/unit events and meetings, responsible for coordination and organization of both content and logistical details as well as recording and distributing minutes as needed.
  • Collaboratively interpret policies and procedures for the departments, unit, college and the university to ensure efficient operation of the departments. Work closely with others to establish and implement processes that are in support of related priorities and initiatives.
  • Independently respond to routine correspondence that may contain confidential and/or sensitive information. Prepare correspondence that reflects knowledge of subject matter and appropriately represents college and department standards; at times responding on behalf of departmental leadership.
  • Establish and maintain departmental/unit physical and electronic files (including archives), including confidential records and files on specific initiatives/projects.
  • Assist in the coordination of compliance activities, trainings, and reporting such as periodic mandatory policy review and the annual RNUA compliance reporting. Attend the annual campus-wide training; facilitate the reporting documentation for Conflict Management Plans.
  • Manage the organization, scheduling, and communication for department/unit-level awards, ensuring adherence to all appropriate guidelines and standards.
• Departmental Committee and Process Support Administration
  
  • Support the administrative needs of faculty governance including faculty evaluation, appointment, promotion, and tenure processes.
  • Support administrative needs of other department committees and task forces.
  • Coordinate departmental committee voting and Faculty Senate Elections.
  • Organize and facilitate the academic program review and LCME accreditation processes.
  • Distribute faculty offer letters on behalf of the Department Heads.
• Other Activities
  
  • Provide administrative support to other units during times of need, as requested.
  • Establish and maintain effective working relationships; work cooperatively, collaboratively, and collegially with others in a manner consistent with a workplace of dignity and respect; 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.
  • Actively participate in fostering a culture of diversity and inclusion for faculty, staff, and students within the Carle Illinois College of Medicine.
    

Physical Demands

• Standing : Rarely

• Walking : Rarely

• Sitting : Frequently

Minimum Qualifications

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

Knowledge, Skills and Abilities

• • Preferred prior experience with faculty governance including facilitating the academic Appointment, Promotion and Tenure processes, procedures, and overarching policies and experience with University Statutes, Provost Communications and bylaws. • Skill in effectively dealing with diverse groups and individuals, across a variety of interactions/ situations. Ability to effectively resolve conflicts and address interpersonal issues. • Ability to make decisions and work independently, collaborating with others as appropriate. • Proficient in a variety of software programs as well as university programs which includes but is not limited to Microsoft Office (Outlook, Excel, Word, PowerPoint, etc.), iBuy, PCard, and Chrome River. • Commitment to high standards in performance and accuracy in editing, detail oriented. • Good communication skills; willing and perceptive listener. • Consistently demonstrate a professional, respectful demeanor, exemplifying diplomacy, discretion, and the utmost courtesy in all interactions. • Ability to adapt to adjustments in goals, deadlines, or expectations • Strong interpersonal skills with the ability to collaborate with faculty, staff, and leadership and to cultivate collaborative relationships

Appointment Information

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 6/5/2023. Salary is commensurate with experience.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (CST) on 5/15/2023. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Wil Myers wmmyers@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

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. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, COVID-19 vaccination requirement, and employment eligibility review through E-Verify.

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.

Requisition ID: 1017385
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu