Administrative Aide-Carle Illinois College of Medicine

Department of Clinical Sciences

Job Summary

Duties & Responsibilities

• Department Wide Strategic Initiatives
  
  Work closely with department leadership to support the planning, organization, and implementation of department–level strategic priorities and initiatives. In partnership with department leadership, develop, coordinate, and execute plans to ensure the success of strategic projects and programs on behalf of the department.
  • Participate in the planning, design and implementation of initiatives and the establishment of new units within the college.
  • Manage the complex workflow for department initiatives, including scheduling activities based on need and importance and setting priorities to ensure efficient coordination of activities.
  • Support emergent strategic projects within the department, as well as broader college-wide initiatives.


• Administrative
  
  Provide administrative support to the current Department Head, Associate Department Head(s) and director.
  • Manage the 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.
  • Under the direction of the Department Head, provide support in developing, implementing, and/or maintaining policy and procedural changes.
  • Prepare correspondence that reflects knowledge of subject matter and appropriately represent 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.
  • Interpret policies and procedures for the Department(s) and the college to ensure efficient operation of the Department(s). Work closely with others to establish, implement, and manage processes that are in support of the department(s) priorities and initiatives.
  • As requested, and under the direction of the Department Head or Director, provide cross-coverage/support to developing departments from the Clinical Sciences department
  • Participate in the analysis, design, and implementation of the office information systems.
  • In collaboration with MarCom, ensure the department’s webpage is maintained and kept up-to-date.
  • Supervise and manage the work of office support staff as directed.


• 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

Minimum Qualifications

1. High school graduation or equivalent
2. Any one or any combination totaling five (5) years (60 months) from the following categories:
   A. college course work in business, finance, accounting or a related field:
   • 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)
   B. progressively more responsible general or specialized office experience which included aspects of supervising staff or a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles
   
   

Appointment Information

This is a 100% full-time Civil Service 0058 - Administrative Aide position, appointed on a 12-month basis. The expected start date is as soon as possible after 11/18/2024. The budgeted salary range for the position is $60,000 to $70,000. We strive to provide a competitive salary, considering factors such as available market data, internal equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. The final salary offer will be determined through a thorough assessment of these elements. The final salary offer will be determined through a thorough assessment of these elements.

Sponsorship for work authorization is not available for this position.

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 (Central Time) on Tuesday October 22,2024. 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 wwmyers@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, 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: 1026971
Job Category: Administrative
Apply at: https://jobs.illinois.edu