Office Administrator - Carle Illinois College of Medicine

University of Illinois Urbana-Champaign•Urbana, IL

10d•Onsite

About The Position

The Office Administrator provides administrative and operational support to faculty, staff, and leadership within one or more academic departments. This position serves as the primary administrative support for assigned Department Head(s) and as a key point of contact between the departments and other college units. The Office Administrator reports to the Administrative Aide. The Carle Illinois College of Medicine is the world’s first accredited engineering-based medical school, founded in 2015 through a partnership between the University of Illinois Urbana-Champaign and Carle Health. Built at the intersection of engineering, science, and medicine, the college is redefining medical education, research, and clinical innovation to improve the health and well-being of patients and communities. Carle Illinois offers a supportive and innovative environment where faculty, staff, and students work together to advance the college’s mission and growth through collaboration, creativity, and meaningful contributions. 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.

Requirements

High school diploma or equivalent.
Four (4) years (48 months) of work experience comparable to the third level of this series.
Two (2) years (24 months) of work experience comparable to the fourth level of this series.
Proficient in Microsoft Office and Microsoft Outlook

Responsibilities

Provide administrative support to the Department Head.
Under administrative direction, support 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.
Establish and implement 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.
Handle confidential and/or sensitive information.
Research and develop presentations.
Maintain confidential records and files.
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 in support of department leadership. Manage invitations, space, equipment, agendas, materials and minutes.
Coordinate calendars for department leadership.
Maintain departmental email lists, list serves, faculty lists, and other communication resources.
Assist in managing and coordinating compliance activities, training and reporting such as periodic mandatory policy review and the annual RNUA compliance reporting.
Coordinate travel and conference information for department leadership.
Establish and maintain effective working relationships in a manner consistent with a workplace of dignity and respect.
Foster a respectful and inclusive environment that supports diversity, equity, inclusion, equal employment opportunity, and nondiscriminatory practices throughout the college.
Champion positive inter-professional relationships bridging the college’s private/public organization and missions.
Perform other related duties or projects as assigned.