Office Administrator - Carle Illinois College of Medicine
Global Consortium
Job Summary
Serve as primary administrative support to independently perform a variety of highly specialized duties furthering the educational mission of the Carle Illinois College of Medicine (CI MED). Facilitate engagement between senior staff, other professional staff, campus units, and external organizations. Serve as a point of contact for delegations visiting the college. Manage the logistics of delegate visits, maintain accurate calendars of the senior staff, and assist with ensuring success in the engagement of CI MED with strategic partners.
Duties & Responsibilities
Unit/Global Consortium Administration and Support
-Organize/maintain membership roster of the Global Consortium Innovation, Engineering and Medicine and manage annual membership fees from participating members and institutions. -Provide administrative support to assist with organizing the annual global summit.
Coordinate delegate visits to the campus, including arranging logistics for visits such as itineraries, parking/transportation, meals, room reservations, and any travel requirements. Coordinate requests and availability.
Serve as a liaison and resource person with internal and external units of the university, external organizations, and other individuals. This includes coordination of communications, events, and committee work.
-Coordinate student exchange program with consortium partners and delegate schools. -Provide administrative support to organize participants and their organizations for the Grand Challenge.
General Support
-Independently respond to routine correspondence, phone calls/voicemail - which may include confidential and/or sensitive information. Forward correspondence to unit staff, as appropriate. -Compose, review, and edit complex documents and correspondence to college, university, and external organizations and partners that reflects subject matter knowledge and appropriately represents college and university standards. -Prepare and track expense reports for travel, meetings and visits. -Process reimbursements, complete and process administrative forms and documents - including budget forms, procurement documents, purchase orders, i-Buy, T-card, P-card and Chrome River documents. -Assist with reconciliations of monthly expenses and maintain up-to-date information on expenses. -Manage the calendar for new initiatives, including scheduling meetings, gatherings, visits, appearances and resolving conflicts. -Manage electronic and paper files (as well as archives), including confidential records and files Maintain email lists, listservs, webpages, and other communication resources. -Collaboratively interpret policies and procedures for the departments, unit, college and the university to ensure efficient operation. Work closely with others to establish and implement processes that are in support of related priorities and initiatives. -Provide support for conferences, workshops, and special events - including coordinating logistics, taking notes, and distributing information as directed. -Attend and participate in meetings. Draft agendas, take notes, type up and distribute meeting minutes, as needed. Use databases, spreadsheets, and other technologies to track program information and tasks.
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. -This position will require occasional flexibility for the start of the workday and hours.
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 5/20/2024. Salary range is $40,000-$55,000 and is commensurate with experience.
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 Wednesday May 8, 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 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, 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: 1024083 Job Category: Administrative Support Apply at: https://jobs.illinois.edu
