Office Support Associate - Carle Illinois College of Medicine

Duties & Responsibilities

• Administrative: • Assist with meeting coordination and preparation of meeting materials. • Assist with coordinating and facilitating events as needed, which includes working directly with venues and caterers, compiling the necessary materials and anticipating equipment needs based on the event. • Serve as a back-up for other college units as needed. • Monitor and maintain the paper and electronic filing systems including sensitive files for the Dean’s Office, establishing new files as necessary.
• Clerical:
  • Serve as the primary respondent for general college inquiries for in person, phone, mail, electronic inquiries. - Assess and independently resolve or route inquiries with appropriate personnel or offices. - Distribute all incoming campus and postal mail to the appropriate staff.
  • Manage key allocations for the Medical Sciences Building.
  • Maintain and prioritize the scheduling of multiple facilities and resources including the conference rooms, equipment, and parking spaces.
  • Assist in the preparation and distribution of correspondence and other materials ensuring standardization, accuracy, efficiency, and confidentiality as appropriate.
  • Provide clerical support to the administrative staff in the office as needed.
  • Assist in the preparation and distribution of correspondence and other materials ensuring standardization, accuracy, efficiency, and confidentiality as appropriate.
  • Provide clerical support to the administrative staff in the office as needed.
• Fiscal:
  • Assist with facilitating travel arrangements (i.e. flights, hotels, car rentals designated including coordinating itineraries.
  • Reconciling travel charges, reimbursements and general purchases for the Dean’s Office in Emburse Enterprise.
  • Remain knowledgeable on current policies surrounding travel, purchasing and reimbursement policies.
  • Monitor and maintain supplies utilizing iBuy and Pcard for specialized orders through online markets. Stay abreast of appropriate university purchasing guidelines.
  • Ensure the copy machines and printers are well stocked with paper and toner.
• Other:
  • Provide general clerical support for other college units as needed.
  • Perform other related duties or projects as assigned.
  • Establish and maintain effective working relationships; work cooperatively and collegially with others in a manner consistent with a workplace of dignity and respect.
  • Foster a culture of diversity and inclusion within the Carle Illinois College of Medicine; support and engage in equal employment opportunity principles, rules, and regulations.
  • Champion positive inter-professional relationships bridging the college’s private/public organization and missions.