Office Administrator - Department of Biomedical Science

University of Illinois Chicago•Rockford, IL

15h•Onsite

About The Position

This position supports the Biomedical Science department and provides primary executive assistant to the Head of the Department of Biomedical Sciences. Duties include administrative oversight into various programs and activities offered to external students interested in the biomedical sciences field and supports the department head in the day-to-day operations of the department. Assists with the faculty promotion process and works with the Office of International Services to obtain the necessary immigration paperwork for those working in the unit.

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.

Nice To Haves

Bachelor’s Degree preferred but not required.

Responsibilities

Provide administrative support for the Summer Science program, STEM camp, Summer Medical Research Training (SMART) program and other events in the department by coordinating the applicant interview and selection process, ensuring all necessary approvals are obtained for program offered, assist with events associated with programs including room scheduling and supply ordering.
Provide administrative support to the Director of Graduate Studies for the administration of the Master of Science in Medical Biotechnology Program and its activities.
Assemble data, prepare administrative reports and facilitate the following for the Department Head: Faculty searches, appointments and promotions, faculty sabbaticals and administrative leaves of absence faculty reports–including analysis report, resources & performance measure report, conflict of interest report, etc. Maintain an overall awareness of the organizational activities of importance to the Department Head, and coordinate & expedite necessary actions. Serve as a liaison between the Department and its faculty, staff and external agencies. Maintain professional, friendly, and courteous interface.
Maintain personnel record for the Department, including faculty, staff, extra help, student assistants, and special programs, etc. Prepares meeting records (agenda and minutes) for all department committees including the Radiation Safety subcommittee. Maintain documents for Illinois Department of Nuclear Safety site visits. Plan, organize, assign and review the work of the unit’s clerical staff; and participate in their selection, training, and evaluation.
Assists the webmaster to keep Department and MBT program websites current and informative
Assist with the coordination of the Department seminar each semester. This includes scheduling Zoom meetings, obtaining the topic information for each seminar, issuing honoraria payments as needed, and sharing the seminar information with the department as well as MBT students.
Supporting the faculty in terms of communicating important information to them, and/or helping with various reports and faculty leave reports.
Coordinate the Department Head’s calendar. Schedule and arrange meetings. Determine priorities. Prepare agendas, correspondence, and accurate minutes for regular monthly faculty meetings, as well as for other unscheduled meetings called by the Department Head and the Director of the MBT Program.
Answer inquiries and resolve problems, which require the interpretation, explanation, and justification of administrative and programmatic work policies and procedures. Handle and compose business correspondence for signature. Review and edit all documents prepared by the Department Head for content and appropriate spelling, punctuation, syntax, and format; modify copy as necessary.
Maintain liaison with the Office of International Services for getting and maintaining visas and work permits for visiting foreign scientists, faculty, staff, and students.
Plan, organize, assign and review the work of the unit’s clerical staff; and participate in their selection, training, and evaluation. Participate in campus administrative support meetings and collaborate with the Dean’s office as needed.
Perform other related duties and participate in special projects as assigned.