Office Administrator

University of Illinois Chicago•Peoria, IL

7d•Onsite

About The Position

The University of Illinois College of Medicine Peoria (UICOMP) educates 244 medical students and nearly 300 physician residents annually. It is one of four campuses that make up the nation’s largest public medical school. The Peoria campus is known among students for its small class sizes, rigorous curriculum and hands-on clerkships; to residents and fellows for the strong academic setting, large referral base and exceptional facilities; and by physicians seeking the ideal combination of teaching and practicing medicine in a research-based university setting. This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents. Position Summary The incumbent will work under the administrative direction of the GME Administrative Assistant Extensive knowledge of the department, programs, policies, and procedures is required. The ability to use good judgement and discretion, while maintaining fiscal reports and confidential files; utilize multiple software systems and databases; handle document prep, scheduling, and other general support duties.

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.
Illinois Residency is required within 180 days of employment.
Sponsorship for work authorization is not available for this position.

Responsibilities

Tracks monthly expenses and maintains proper documentation to ensure accurate tracking and reconciliation.
Reviews processes to recommend and implement changes for our extensive departmental tracking of financial expenses.
Assists in the monitoring of departmental budget.
Coordinates & executes the resident reimbursement process, which includes reviewing submissions from multiple programs for accuracy according to both University and Hospital policies; completing & submitting forms accordingly; and tracking each resident's funds to ensure no expenditures go over the maximum amount allowed per fund type (Educational Allowance Funds & Research Travel Funds).
Manages the communication between the GME office and Hospital officials to determine the problem and implement a solution when issues arise.
Maintains the records for, and processes all Check Requests & Direct Payments from Hospitals.
Review receipts and submission forms, from multiple programs, for accuracy; Submits for Processing. Tracks and follow up accordingly.
Holds both a P-Card and a T-card and maintain proper training and knowledge base of University Policy & Procedures pertaining to the use of each.
Proficient with utilizing the University Emburse System, which reconciles all P-Card and T-Card expenses.
Acts as delegate to various GME faculty & staff, working with them to obtain proper documentation and assist in the processing of reconciling their expenses/reimbursements in Emburse.
Provides administrative support to the Graduate Medical Education department and addresses day-to-day operational needs under the direction of the Administrative Assistant &/or Administrative Aide.
Maintains a general understanding of the activities and events occurring in the department, as well as the procedures and policies of the GME Department.
Maintains resident/fellow records (350+) while exercising confidentiality in this, and all other aspects of the office and its operations.
Updates electronic database of residents/fellows each academic year, and as needed.
Provides administrative support for various GME committees.
Schedules meetings, reserves rooms, orders food, and takes notes/creates minutes accordingly; and acts as problem solver during said meeting as needed.
Attends and represents the GME department at activities, and/or other meetings in a professional manner, as schedules permit and as needed.
Assists with planning, organizing, materials distribution and supporting department activities such as fall wellness fair, annual holiday party, recruitment related projects, orientation, and other activities as the need arises.
Assists, as needed, with GME curriculum events/meetings by reserving rooms, ordering food, setting up a/v needs, correlate evaluations, and other related tasks.
Gathers and distributes mail appropriately, manages fax machine and assists with other duties & projects as assigned, in guidance from, the GME Administrative Assistant.
May be asked to perform duties listed in the lower levels of this classification series.