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Administrative Assistant

University of Illinois Chicago
United States, Illinois, Chicago
Feb 18, 2025
Administrative Assistant Administrative Assistant Hiring Department: Dean's Office Location: Rockford, IL USA Requisition ID: 1030748 FTE: 1 Work Schedule: 8:30a-5p Shift: Days # of Positions: 1 Workplace Type: On-Site Posting Close Date: 3/2/25 Salary Range (commensurate with experience): $59,982.00 - 67,567.50 / Annual Salary About the University of Illinois Chicago UIC is among the nation's preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent "Best Colleges" rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has nearly 260,000 alumni, and is one of the largest employers in the city of Chicago. Benefits eligible positions include a comprehensive benefits package which offers: Health, Dental, Vision, Life, Disability & AD&D insurance; a defined benefit pension plan; paid leaves such as Vacation, Holiday and Sick; tuition waivers for employees and dependents. Click for a complete list of Employee Benefits. Position Summary The Administrative Assistant provides high level professional assistance for the administrative functions of the Dean's Office and the Office of Faculty Affairs at the College of Medicine Rockford. The Dean's Office supports the overall mission and vision of the Rockford campus and the Office of Faculty Affairs provides programs and guidance related to faculty development and faculty track, rank and tenure policies and procedures. This position provides executive support to both units and serves as a liaison between departments and other constituencies. The position requires discretion, decision-making, accuracy and ability to utilize multiple systems. Duties & Responsibilities Provides direct supervision to the Office Managers in the Dean's Office and select academic departments including hiring, evaluating and approving work time and overtime, supervision of daily work products and any necessary training. Ensures appropriate workspace and equipment are available new hires. Participates in the interview and selection process of other academic department lead administrative support staff. Supports the Rockford Regional Faculty Appointment Promotion and Tenure Committee by coordinating meetings, taking minutes, collecting required paperwork and assigning packets for review. Defines and coordinates timelines to meet UIC submission requirements and meets with key department support staff to address changes in criteria for successful submission. Works with promotion committees to arrange meeting schedules and make proposed changes to packets after submission from the departments. Serves as a liaison between departmental personnel and COM Chicago faculty affairs to investigate and advise on faculty appointment issues related to faculty track, rank and tenure. Maintains organized overview of issues, deadlines and responsibilities. Provides guidance, interpretation, multimodal communication and reporting in areas related to faculty track, rank and tenure to department leaders, faculty and administrative assistants. Provides faculty with onboarding information related to university processes and systems related to their position. Supports the Assistant Dean for Faculty Development with the administration of faculty development programs on the UICOMR campus. Collaborates with educational and administrative support units to achieve faculty development program goals including expectations, processes and procedures for existing faculty as well as new instructors. Coordinates the evaluation process for the effectiveness of training initiatives and sessions. Assists UCOMR staff and faculty with coordinating Continuing Medical Education (CME) requirements with the CME Office in Chicago. Prepares necessary paperwork for approval of credits awarded, serves as liaison to faculty speakers, monitors attendance for receipt of CME credits and submits all quarterly reports. Assists the Assistant Dean for Faculty Development with development and implementation of strategic plans, annual goals, objectives, and administrative direction for the unit. Provides content for the Faculty Affairs website. Reconciles the dean's accounts in Chrome River per University guidelines. Maintains the UICOM-Rockford faculty database with support from UICOMR IT and department administrative staff. Develops and manages mechanisms to measure, track & report faculty service and engagement. Solicits faculty willingness to serve for and participate in all College of Medicine Rockford committees and Rockford representation on college-wide committees. Schedules all annual budget meetings, all faculty/staff annual evaluation meetings, and various other campus related events coordinated by the Dean's office. Serves on committees related to position. Responsible for coordinating annual faculty awards, including College of Medicine Rockford Distinguished awards departmental Faculty of the Year awards. Solicits all nominations, prepares ballots, orders awards, notifies winners, plans and assists in the programming of the various award ceremonies. Performs other related duties and participates in special projects as assigned. Minimum Qualifications High school graduation or equivalent Any one or any combination totaling five (5) years (60 months) from the following categories: college course work in business, finance, accounting or a related field: 60 semester hours or an Associate's degree equals one (1) year (12 months) 90 semester hours equals two (2) years (24 months) 120 semester hours or a Bachelor's degree equals three (3) years (36 months) Master's degree or higher equals four (4) years (48 months) progressively more responsible professional, managerial and supervisory experience that included experience in areas such as supervising staff or a job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles As required by the position to be filled, education, training and/or work experience in an area of specialization inherent to the position may be required to meet credential requirement #2 above. Please upload college transcripts and a list of three professional references at the time of submitting your application.* If you do not have a copy of your transcripts at the time of the application, please email a copy to rockfordhr@uic.edu by the position close date. The budgeted salary range for this position is $59,982 to $67,567.50. To Apply: For fullest consideration click on the Apply Now button, please fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the application. Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date. Illinois Residency is required within 180 days of employment. 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. The university provides accommodations to applicants and employees. Request an Accommodation To apply, visit https://uic.csod.com/ux/ats/careersite/1/home/requisition/14337?c=uic Copyright 2024 Jobelephant.com Inc. All rights reserved. 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