Administrative Aide (Remote)

University of Illinois Chicago
life insurance, paid time off, retirement plan
United States, Illinois, Chicago
Apr 09, 2026
Administrative Aide (Remote) APPLY NOW Administrative Aide (Remote) Ofc Medicaid Innovation - Remote Posting Category:Hide Apply Now The Administrative Aide will provide dedicated project and administrative support for OMI's Boards and Commissions portfolio. This role supports the planning, coordination, and documentation of advisory councils, statutory boards, and commissions, ensuring compliance with state and federal requirements and supporting effective collaboration between OMI, HFS, managed care organizations, and external stakeholders. Illinois Department of Healthcare and Family Services (HFS) is Illinois' single state Medicaid agency and the state organization responsible for administering Illinois' Medical Assistance and Child Support programs. Candidates must reside in or within reasonable commuting distance of Springfield, Illinois or Chicago, Illinois, as regular in-person attendance at internal operations meetings, strategic planning sessions, and public-facing board and commission meetings is required. This position may also require occasional evening and/or weekend work to support scheduled meetings and statutory obligations. DUTIES AND RESPONSIBILITIES Meeting Planning, Coordination, and Documentation (40%) Coordinate Boards and Commissions meetings, including scheduling, agenda development, material preparation, and post-meeting follow-up on action items. Organize, prepare, and distribute meeting materials, reports, presentations, and summaries to internal and external stakeholders. Track attendance, take detailed meeting minutes, and prepare formal post-meeting documentation in accordance with compliance and record-keeping standards. Maintain records of Boards and Commissions actions, decisions, and progress reports for audit and reference purposes. Identify and resolve administrative or coordination issues to ensure Boards and Commissions activities run smoothly and on schedule. Board & Commission Administration and Governance Support (20%) Provide dedicated administrative and project management support for OMI Boards and Commissions, including advisory councils and governance bodies. Compliance, Reporting, and Timeline Management (20%) Assist in tracking statutory deadlines, reporting requirements, deliverables, and timelines associated with Boards and Commissions activities. Maintain records and documentation to support compliance, audit readiness, and governance standards. Document Management and Quality Assurance (15%) Provide data entry, document management, and quality assurance for Boards and Commissions materials within designated tracking systems and shared repositories. Proofread and review documents to ensure accuracy, consistency, and alignment with OMI, University, and HFS standards. Other Duties (5%) Perform other related duties as assigned. 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 general or specialized office experience which included aspects of supervising staff or a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles Preferred Experience: One (1) year (12 months) in education, training and/or work experience in the area of Medicaid policy, healthcare, and/or general administrative operations. KNOWLEDGE SKILLS AND ABILITIES Working knowledge of project management principles, including task tracking, timelines, and coordination across multiple stakeholders. Knowledge supporting Boards, Commissions, advisory councils, or similar governance bodies, preferably within public sector, Medicaid, or healthcare settings. Familiarity with Medicaid programs, Illinois Managed Care, and collaboration with the Illinois Department of Healthcare and Family Services. Understanding of confidentiality, compliance, and data-handling requirements, including HIPAA principles. Strong administrative and organizational skills with the ability to manage multiple priorities, deadlines, and complex schedules. Demonstrated ability to communicate clearly and professionally in both written and verbal formats with diverse stakeholders, including state partners, MCOs, and subject matter experts. Proficiency in Microsoft Office Suite (Outlook, Word, Excel) and familiarity with project management or collaboration tools such as SharePoint and Smartsheets APPOINTMENT INFORMATION This is a 100% Full Time Civil Service Administrative Aide position. The expected start date is 4/15/2026. Sponsorship for work authorization is not available for this position. System Office jobs such as this one are not eligible for the Referral Program. The budgeted salary range for the position is $50,000.00 - 65,000.00. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. 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. #LI-AB1 APPLICATION PROCEDURES & DEADLINE INFORMATION For full consideration, please click the APPLY NOW link on this page to submit an application on the university portal accepting applications for this system office position by 6 pm on 4/15/2026. Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person. System Human Resource Services (SHRS) (217) 333-2600 erhr@uillinois.edu System HR Talent contact: at abubo2@uillinois.edu is available for further information on this specific search. 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 is available for further information on this specific search. 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 to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal, or by contacting the System Human Resource Services, Diversity, Equity, and Inclusion at 217-333-2600, or by emailing ADAaccessibility@uillinois.edu. Requisition ID: 9000949 Job Category: Civil Service Campus Location: Chicago Linkedin Code: #LI-AB1 . Requisition ID: 9000949 Job Category: Civil Service Campus Location: Chicago Linkedin Code: #LI-AB1 APPLY NOW To apply, visit https://uisystemoffice.csod.com/ux/ats/careersite/5/home/requisition/2910?c=uisystemoffice Copyright 2025 Jobelephant.com Inc. All rights reserved. Posted by the FREE value-added recruitment advertising agency jeid-d312f84798e1be4282c779788e14121c