Office Manager- Academic Affairs

University of Illinois Chicago
United States, Illinois, Chicago
Jun 04, 2025
Office Manager- Academic Affairs Office Manager- Academic Affairs Hiring Department: Academic Affairs Location: Peoria, IL USA Requisition ID: 1035029 FTE: 1 Work Schedule: M-F 8:30a-4:30p Shift: Days # of Positions: 1 Workplace Type: On-Site Posting Close Date: 6/17/25 The previously determined salary for this position is $22.92 to $24.33 Final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, and budget constraints. It is not typical for an individual to be offered a salary at or near the top of the full range for a position. 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. This position is located on the Peoria campus 170 miles southwest of Chicago. (On-Site Work - Not Remote). About UICOMP The University of Illinois College of Medicine Peoria (UICOMP) educates 265 medical students and more than 300 physician residents and fellows annually. Additionally, it provides clinical care to more than 31,000 patients annually and conducts basic science, clinical and outcomes research. UICOMP is a regional campus of the University of Illinois College of Medicine, a part of the University of Illinois Chicago and University of Illinois System. The College of Medicine Peoria is home to the Cancer Research Center, Center for Wellbeing, and is a collaborator in Jump Simulation. Learn more about UICOMP at http://peoria.medicine.uic.edu. Position Summary This position anticipates and provides highly specialized administrative support for Academic Affairs (AA) at the University of Illinois College of Medicine Peoria. This position also provides coordination of academic schedules, materials, meetings and resource organization. It requires an in-depth knowledge Academic Affairs and Student Affairs procedures, policies and programs, and a broad knowledge of computer systems. Works under the direction of the Academic Affairs Business Administrative Associate (BAA). Duties & Responsibilities Academic Affairs Maintains the Associate Dean's schedule, appointments and meeting correspondence under the discretion of the Academic Affairs Business Administrative Associate (BAA). Independently coordinates logistical arrangements for projects, business meetings, and special events within the unit; Responsibilities include organizing catering, securing venues and equipment, coordinating visitor and employee travel and lodging, and dissemination/promotion of events. Responsible for organizing and maintaining sensitive and/or technical files and records, including confidential student files in compliance with FERPA training requirements. Produces schedules, composes correspondence (letters or email), creates newsletter for biweekly distribution, technical reports, drafts, minutes and documents using variety of office tools (Microsoft Office, Adobe, and Google Sheets/Docs). Information may be technical, time sensitive and or confidential. Attends meetings generates agendas and minutes, as requested. Maintains inventory of office and curricular room supplies, proactively places orders and/or notifies appropriate department staff. Verifies vendor information is up to date and current. Facilitates purchase of approved goods or services using preferred university methods in accordance with purchasing policies and procedures. Independently processes purchase requisitions, iBuy purchases, P-Card purchases, T-Card purchases within a monthly $5,000.00 limit. Maintains record of purchases and provides reports to the office Business Administrative Associate for final budget reconciliation. Screens and reviews incoming mail, telephone inquiries, and meeting requests, responding independently to routine matters or referring complex issues to appropriate staff. Interprets and explains administrative and programmatic policies and procedures to resolve inquiries and facilitate problem resolution. Monitors academic content on the UICOMP website ensuring content is accurate and up to date. Works collaboratively to suggest and submit updates as needed. Serves as alternate payroll submitter for Academic Affairs civil-service non-exempt employees, hourly Clinical Faculty Advisors, and Peer Education Program Grad Hourly workers. Coordinates logistical needs for candidates, visitors and guests including generating itineraries, securing room reservations, and ensuring all necessary materials and resources are prepared in advance. Works with Business Administrative Associate to establish office coverage schedules, manages leave requests, and ensures uninterrupted support for faculty, students, and visitors. Minimum Qualifications High school diploma or equivalent. Two (2) years (24 months) of work experience comparable to the third level of this series. Preferred Qualifications Experience with Microsoft Office, Google suite and Adobe preferred. 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. For classes within the professional (01), semi-professional (02), or managerial (03) occupational areas, out-of-state candidates may compete as all other candidates. Once a final employment offer is completed, the out-of-state candidate must establish Illinois residency within 180 calendar days of the start date for the designated position. It is the employer's responsibility to monitor this requirement. Sponsorship for work authorization is not available for this position. 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/15095?c=uic Copyright 2025 Jobelephant.com Inc. All rights reserved. Posted by the FREE value-added recruitment advertising agency jeid-65a0dc0bdba3ae499cb4d4d7d04eb22e