Office Administrator Carle Illinois College of Medicine

The Carle Illinois College of Medicine seeks an Office Administrator to join our collaborative team in the Department of Clinical Affairs. This new position is an exciting opportunity to take on a role where integrity, teamwork, and excellence are highly valued. We encourage you to apply and be part of a team that supports each other and contributes to the mission success of the college.

Carle Illinois College of Medicine - the world’s first LCME accredited engineering-based medical school
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Mission & Vision | Carle Illinois College of Medicine | Illinois
Highlights of Benefits for University of Illinois Employees

The Carle Illinois College of Medicine embraces the university’s commitment to creating a diverse and talented community of students, faculty and staff, which is essential to fulfilling its mission and vision. Carle Illinois actively promotes an inclusive environment in which students, faculty and staff can learn, teach, research and serve. For detailed information on our commitment to diversity, equity, and inclusion, please visit:

Mission | Carle Illinois College of Medicine | Illinois

Job Summary

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

Duties and Responsibilities

Administrative:

• Provide administrative support to the Department Head. Under the direction of the Director and the Administrative Aide, supports department related projects and initiatives.
• 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.
• 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.
• 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.
• Coordinate and attend meetings on behalf of department leadership. Manage invitations, space, equipment, agendas, materials and minutes.
• Coordinate calendars for department leadership.
• Participate in the analysis, design, and implementation of the office information systems.
• Maintain departmental email lists, list serves, faculty lists, webpages and other communication resources.
• 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.

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.

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 the close. The budgeted salary range for the position is $53,000 to $58,000. 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 Friday October 24, 2025. 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 questions regarding the application process, please contact 217-333-2137. For further information about this specific position, please contact msl19@illinois. edu.

The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits.

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. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. 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: 1032850
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu