Business Administrative Associate - Office of the Vice Chancellor for Health Affairs

Hiring Department: VC for Health Affairs

Location: Chicago, IL USA

Requisition ID: 1024644

Posting Close Date: April 19, 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 Business Administrative Associate provides high-level administrative and managerial support to the Office of the Vice Chancellor for Health Affairs (OVCHA), using initiative, independent judgment and discretion concerning priorities with a high degree of specialization. OVCHA is an executive-level office that administers a high volume of work, which requires working under pressure on a daily basis to meet stringent deadlines. This position will perform a wide variety of functions in support of operations and services administered by the OVCHA, which requires knowledge about overall OVCHA activities, applicable University and departmental policies, and established office procedures

Duties & Responsibilities:

• Provide administrative support to facilitate OVCHA activities and a variety of related office functions, including assisting OVCHA administrative officials/professional staff, drafting agendas, tracking action items, taking meeting notes, and drafting correspondence.
• Provide assistance as needed to support OVCHA operations and services to ensure daily operational needs are met including: scheduling meetings; drafting and finalizing meeting minutes; project management; handling messages of administrative officials/professional staff to ensure they are retrieved, sent, and/or distributed in a timely manner; planning/coordinating departmental mailings and overnight deliveries via U.S. and campus mail; coordinating photocopying needs of administrative officials/professional staff; initiating communications to provide/obtain information to facilitate OVCHA activities; and performing other clerical and office support functions.
• Coordinate logistical requirements for OVCHA activities including: reserving space; handling equipment and supply needs (e.g., audio-visual aids, computers, phone lines, documents/reports for distribution, and writing materials); handling catering needs; and providing support in other areas as needed.
• Maintain electronic and paper filing systems for OVCHA correspondence/documents, which may contain confidential information (UA and campus budget information, pending litigation, information related to University contracts), and perform related activities, including: scanning all paper documents into electronic filing system; ensuring active and inactive file listings are accurate and updated in a timely manner; and retrieving correspondence/documents as requested.
• Coordinate travel arrangements for OVCHA administrative officials/professional staff, including transportation, hotel accommodations, and preparation of itineraries, which requires knowledge about travel policies and procedures to ensure compliance with established University and departmental travel guidelines/regulations.
• Manage business transactions timely and accurately, including Purchasing Card and Travel Card transactions; reconciling via Purchasing Card Solution Software and processing reimbursements, Travel Card reconciliation, and payment processing in the Travel and Expense Management system.
• Monitor related Banner activities to ensure receipts reconcile with account charges. • Maintain office/supply inventory, and process on-line orders from Central Stores and iBuy as needed to ensure the availability of adequate quantities for daily operational use.
• Assess and process inquiries from persons seeking assistance from OVCHA to effectively address their needs and/or ensure they are appropriately directed to another person/office for response, which requires the ability to make decisions that apply knowledge and understanding about University organization, overall OVCHA activities, and applicable policies/procedures.
• Maintain accurate records and documentation, which may include spreadsheets, of travel expenses including responsibility to track receipt of payments/reimbursements, and to initiate follow-up action accordingly.
• Perform other assigned duties appropriate for a Business Administrative Associate classification.

Minimum Qualifications Required:

1. Bachelor's degree in business administration, management, or a field related to the position.

2. Two (2) years of professional business, financial, and/or managerial work experience.

(NOTE: A Master’s Degree in an area consistent with the duties of the position may be substituted for one (1) year (12 months) of work experience.)
Preferred Qualifications:

• Thorough understanding of the organizational structure of the University in order to assist and respond to inquiries from University officers, faculty, and business leaders.
• Demonstrated knowledge about P-card, Travel Card, Banner and iBuy software programs/applications to perform accurate and timely data entry related to assigned areas of responsibility.
• Demonstrated knowledge of administrative support at the Executive level.

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