Address
Form of workOffice Administrator - Carle Illinois College of Medicine
Job Summary
Provide administrative support to the Chief Diversity, Equity, and Inclusion Officer (CDEIO), the Associate Dean for Faculty Affairs, and faculty and staff in the Carle Illinois College of Medicine.
Major Duties and Responsibilities:
Administrative
• Provide direct administrative and clerical support to the CDEIO and Associate Dean for Faculty Affairs and
Development. To include but is not limited to:
- Manage the complex workflow including schedule activities based on need and importance and setting priorities to ensure efficient coordination of activities.
- Coordinate all meetings, which include extending invitations to attendees, preparation, and distribution of meeting materials, securing space when appropriate, and recording of minutes.
- Attend meetings and provides support for the following committees:
- Diversity, Equity, and Inclusion Committee
- Well-Being Committee
- Faculty Advisory Committee
- Others, as appropriate
• Provide clerical support and serve as the point of contact for general inquiries. To include but not limited
to:
- Review, process, and respond to all mail, phone calls, emails, or other correspondence for the office and related programs.
- Assist in the preparation and distribution of correspondence and other materials.
• Provide support to student/faculty/staff programs, organizations, and/or groups.
• Coordinate with MarCom for materials and website needs.
• Support the departments in developing, implementing, and/or maintaining policy and procedural changes in
areas under the direction of the CDEIO and the Associate Dean.
• Serve as a liaison between the department leadership, college leadership, college faculty, staff, and the
campus.
Event Planning/Management
In consultation with the departments, coordinate events, which includes but is not limited to:
• Manage invitations, travel arrangements for speakers and participants, and develop itineraries. Secure facilities, catering, purchase supplies, and create/assemble any required materials. Act as a liaison between vendors as required. Account reconciliation for all event purchases.
• Create and manage event pages/websites. Coordinate, evaluate and prepare reports on event activities/registrations as required.
• Process and track event agreements, registrations, and expenditures. This includes but is not limited to processing honorariums and contracts, and maintaining records in accordance with University and State regulations. Compile factual information and required data for updates as requested by leadership.
• Provide on-site support for all events. Assist with setup and perform related duties as assigned.
Fiscal
• Facilitate travel arrangements for leadership, invited speakers, and special circumstances related to departmental funding and reconcile travel charges in the applicable campus systems. Remain knowledgeable on current policies surrounding travel reimbursement policies.
• Monitor and maintain office supplies utilizing applicable campus purchasing system and online markets. Reconcile all purchases in the applicable campus systems. Remain knowledgeable on current policies surrounding university purchasing guidelines.
• Coordinate any procurement, travel, conference registration, and/or process reimbursements as needed for OFAD leadership and any other administrative staff as necessary.
Other
• Other duties as assigned.
• Occasional travel may be required.
• Establish and maintain effective working relationships; work cooperatively and collegially with others in a manner consistent with a workplace of dignity and respect; support and engage in equal employment opportunity principles, rules, and regulations.
• Foster a culture of diversity and inclusion within the Carle Illinois College of Medicine. Champion positive inter-professional relationship bridging the college's private/public organization and missions.
Physical Demands
Sitting : Frequently
Additional Physical Demands
Office EnvironmentMinimum Qualifications
1. High school diploma or equivalent.
2. Any one of the following from the categories below:
A. Four (4) years (48 months) of work experience comparable to the third level of this series.
B. Two (2) years (24 months) of work experience comparable to the fourth level of this series.
Preferred Qualifications
Preferred Experience
• Experience planning and managing events.
• Extensive experience working with MS Office software, including Outlook, Excel, and Word processing documents.
• Knowledge of HTML programming and website development and management.
Appointment Information
This is a 100% full-time Civil Service 3253 - Office Administrator position, appointed on a 12-month basis. The expected start date is as soon as possible after 1/22/2024. Salary is commensurate with experience.
For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.
Application Procedures & Deadline Information
Applications must be received by 6:00 pm (CST) on Monday January 8, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact wmmyers@illinois. edu. For questions regarding the application process, please contact 217-333-2137.
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 (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.
Requisition ID: 1022005
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu
Job Summary
Provide administrative support to the Chief Diversity, Equity, and Inclusion Officer (CDEIO), the Associate Dean for Faculty Affairs, and faculty and staff in the Carle Illinois College of Medicine.
Major Duties and Responsibilities:
Administrative
• Provide direct administrative and clerical support to the CDEIO and Associate Dean for Faculty Affairs and
Development. To include but is not limited to:
- Manage the complex workflow including schedule activities based on need and importance and setting priorities to ensure efficient coordination of activities.
- Coordinate all meetings, which include extending invitations to attendees, preparation, and distribution of meeting materials, securing space when appropriate, and recording of minutes.
- Attend meetings and provides support for the following committees:
- Diversity, Equity, and Inclusion Committee
- Well-Being Committee
- Faculty Advisory Committee
- Others, as appropriate
• Provide clerical support and serve as the point of contact for general inquiries. To include but not limited
to:
- Review, process, and respond to all mail, phone calls, emails, or other correspondence for the office and related programs.
- Assist in the preparation and distribution of correspondence and other materials.
• Provide support to student/faculty/staff programs, organizations, and/or groups.
• Coordinate with MarCom for materials and website needs.
• Support the departments in developing, implementing, and/or maintaining policy and procedural changes in
areas under the direction of the CDEIO and the Associate Dean.
• Serve as a liaison between the department leadership, college leadership, college faculty, staff, and the
campus.
Event Planning/Management
In consultation with the departments, coordinate events, which includes but is not limited to:
• Manage invitations, travel arrangements for speakers and participants, and develop itineraries. Secure facilities, catering, purchase supplies, and create/assemble any required materials. Act as a liaison between vendors as required. Account reconciliation for all event purchases.
• Create and manage event pages/websites. Coordinate, evaluate and prepare reports on event activities/registrations as required.
• Process and track event agreements, registrations, and expenditures. This includes but is not limited to processing honorariums and contracts, and maintaining records in accordance with University and State regulations. Compile factual information and required data for updates as requested by leadership.
• Provide on-site support for all events. Assist with setup and perform related duties as assigned.
Fiscal
• Facilitate travel arrangements for leadership, invited speakers, and special circumstances related to departmental funding and reconcile travel charges in the applicable campus systems. Remain knowledgeable on current policies surrounding travel reimbursement policies.
• Monitor and maintain office supplies utilizing applicable campus purchasing system and online markets. Reconcile all purchases in the applicable campus systems. Remain knowledgeable on current policies surrounding university purchasing guidelines.
• Coordinate any procurement, travel, conference registration, and/or process reimbursements as needed for OFAD leadership and any other administrative staff as necessary.
Other
• Other duties as assigned.
• Occasional travel may be required.
• Establish and maintain effective working relationships; work cooperatively and collegially with others in a manner consistent with a workplace of dignity and respect; support and engage in equal employment opportunity principles, rules, and regulations.
• Foster a culture of diversity and inclusion within the Carle Illinois College of Medicine. Champion positive inter-professional relationship bridging the college's private/public organization and missions.
Physical Demands
Additional Physical Demands
Office EnvironmentMinimum Qualifications
1. High school diploma or equivalent.
2. Any one of the following from the categories below:
A. Four (4) years (48 months) of work experience comparable to the third level of this series.
B. Two (2) years (24 months) of work experience comparable to the fourth level of this series.
Preferred Qualifications
Preferred Experience
• Experience planning and managing events.
• Extensive experience working with MS Office software, including Outlook, Excel, and Word processing documents.
• Knowledge of HTML programming and website development and management.
Appointment Information
This is a 100% full-time Civil Service 3253 - Office Administrator position, appointed on a 12-month basis. The expected start date is as soon as possible after 1/22/2024. Salary is commensurate with experience.
For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.
Application Procedures & Deadline Information
Applications must be received by 6:00 pm (CST) on Monday January 8, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact wmmyers@illinois. edu. For questions regarding the application process, please contact 217-333-2137.
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 (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.
Requisition ID: 1022005
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu
