Administrative Aide - College of Medicine

Hiring Department: Administration

Location: Chicago, IL USA

Requisition ID: 1024525

Posting Close Date: April 23, 2024

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.

This is a full-time and benefits eligible position. Hybrid and flexible work schedules are available. UIC offers competitive salaries commensurate with experience. In addition all full time benefits eligible positions include a comprehensive benefits package which include; Health, Dental, Vision, Life, Disability & AD&D insurance, a defined benefit pension plan as well as paid leave which includes; Vacation, Holiday and Sick. In addition we offer tuition waivers for employees and dependents. Click for a complete list of Employee Benefits.

Description:

The AI.Health4All: Center for Health Equity using ML/AI is seeking an Administrative Aide to join our expanding team. This role works under the direct supervision of the Operations Manager and Interim Director. The employee will perform a variety of essential tasks and assist in carrying out the administrative functions for the unit. A progression of responsibility is evident in this series and ranges from simple, routine, and repetitive duties performed to duties that are complex and highly diversified requiring the exercise of discretion and independent judgment performed under administrative direction.
Duties & Responsibilities:

• Performs general administrative tasks such as managing correspondences, scheduling appointments, coordinating meetings, preparing agendas, and maintaining calendars for senior leadership that will involve the use of independent judgment, proper handling of confidential information, and understanding of unit functions and procedures.

• Coordinates and schedules meetings as directed. Prepares schedules and informs participants, confirming dates, times, and logistics.

• Attends informational meetings as assigned to represent the unit.

• Assists unit with scheduling travel arrangements and/professional development training.

• Supports the unit with purchasing equipment, supplies, or services through iBuy.

• Assists the Operations Manager with processing Pcard, Tcard transactions and employee reimbursements.

• Assists in organizing departmental events as directed by Operations Manager or senior leadership.

• Assists Operations Manager with all facility related issues and maintains supply and storage spaces.

• Remains competent and current by attending professional development courses, software training classes, and courses.

• Efficiently manages multiple tasks and deadlines, ensuring that all assignments are completed accurately and in a timely manner.

• Performs all other duties as assigned by the Operations Manager, Administrative Director, or Interim Director.

Minimum Qualifications Required:

1. High school graduation or equivalent

2. Any one or any combination totaling five (5) years (60 months) from the following categories:

A. 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)

B. 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

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 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