Office Manager - UICOMP Pediatrics

Hiring Department: Pediatrics

Location: Peoria, IL USA

Requisition ID: 1020439

Posting Close Date: August 25, 2023

This position is located on the Peoria campus 170 miles southwest of Chicago. (On-site work)
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.

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.

Description:

The Office Manager is responsible for providing highly specialized administrative support necessary in achieving the goals of an expanding academic clinical department. This position will be responsible for multiple divisions within the Department of Pediatrics and will require in-depth knowledge of policies, programs and procedures, sound judgement, initiative, discretion, and the ability to utilize a variety of different software packages. This person works under the direction of the Administrative Aide.
Duties & Responsibilities

• Provides administrative support for multiple division heads, faculty, and professional staff in assigned divisions. Manages and controls confidential faculty documents and files, including CV’s, contact list and other confidential documents. Manages the assigned division heads calendars in Microsoft Outlook reminding them of upcoming commitments. Coordinates, organizes and prioritizes meeting requests. Including setting up rooms and taking meetings if needed. Coordinates travel and conference arrangements by utilizing University payment methods. Processes all transactions for faculty reimbursement through Chrome River, by following University policies and Guidelines. Provides guidance regarding appropriateness of expenditures. Answers all questions relating to CME funds. Maintains appropriate records of expenses. Responds to inquiries and answers questions for the divisional faculty and staff. Anticipates office support needs.

• Creates itinerary for candidates and onboarding itineraries and new hire packets for new faculty. Under the direction of the Division Heads and Department Administration, collects individual’s information and data on research projects and statistical data. Helps obtain and coordinate promotion packet documentation for one or more faculty that are up for promotion. Assists with keyboarding of confidential information. Edits memos and reports by composing drafts, keyboarding, transcribing of potential confidential documents. Ensures all faculty required licensure are kept up to date.

• Serves as a resource in the completion of hospital insurance credentialing along with OSF credentialing and re-credentialing for divisional faculty as needed. The Office Manager collaborates with division heads to help develop and implement updated polices and or procedures. Serves as an internal liaison between the Director of Administrative Operations and division head regarding administrative matters.

• Manages division call schedules. Including updating and submitting to multiple entities. Reviews incoming mail and email responding to items within scope of responsibility. Completes research, and compile data reports as requested. Attends meetings as requested. Performs all other duties as assigned. Performs duties listed in lower level of this classification series.

Qualifications:

Minimum Qualifications

Preferred Qualifications
The ability to work effectively with faculty and staff and interact with the public is preferred. The ability to work independently and exercise judgment preferred. The incumbent will have access to highly confidential departmental information: therefore sound judgment regarding confidentiality of information is preferred.
Knowledge of Microsoft outlook, Excel and Word is preferred.
Knowledge of office/business professionalism in general in addition to excellent typing and communication skills is preferred.

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, COVID-19 vaccination requirement, and employment eligibility review through E-Verify.

The university provides accommodations to applicants and employees. Request an Accommodation