Administrative Aide (Executive Assistant to the Regional Dean)

Position Summary
The Executive Assistant to the Regional Dean (Administrative Aide) provides professional assistance for the Regional Dean and various administrative functions of the Dean's Office at the College of Medicine Rockford. The Dean's Office supports the overall mission and vision of the Rockford campus. This position provides high-impact executive support and is a trusted liaison/authoritative advisor between departments and other constituencies. The position requires discretion, decision-making, accuracy and ability to utilize multiple systems.

Duties & Responsibilities

 

Provides executive-level administrative support for the Regional Dean of the College of Medicine, Rockford. This includes maintaining their schedule, making appointments, making travel arrangements, aiding in the creation of reports/documents as requested, supporting assigned committees (Rockford Executive, Heads/Chairs, Rockford Leadership), Emburse reconciliation, and other duties as needed. Assists in onboarding faculty/administrators reporting directly to the regional dean. Ensures appropriate workspace and equipment are available for the selected candidate’s start date.

Provides direct supervision to all administrative staff supporting academic units. This includes but not limited to approving work time and overtime, supervision of daily work product, annual evaluations and any necessary training. Supports and advises administrative staff with search related activities. Oversee the development of interview schedules of candidates for faculty, physicians, and academic unit staff as needed.

Supports the Rockford Faculty Appointments Promotion and Tenure Committee (FAPT). Schedules meetings, takes minutes, and ensures faculty attendance meets quorum requirements. Assists in assigning, completing and submission of department faculty promotion dossiers. Works closely with faculty members in compiling data necessary for promotion, resolve questions or missing data and monitor progress of promotion to ensure compliance with UICOM policies. Responsible for accuracy and timeliness. Attends workshops for current procedure in completing the promotion packet.

Coordinates all Continuing Medical Education (CME) requirements for events hosted by the dean with the CME Office in Chicago. Prepares necessary paperwork for approval of credits awarded, serves as liaison to faculty speakers, monitors attendance for receipt of CME credits and submits all quarterly reports.

Collaborates with the Office of Faculty Affairs and Development on all campuses to ensure the communication and distribution of faculty development programs to the faculty at COMR. Works with the COMR communications team to maintain the content for the COMR Faculty Affairs and Faculty Development website.

Provides support to the various COMR and College wide committees. Directly supports the Committee on Committees. Annually solicits faculty willingness to serve on and develop committee assignment for COM R and college wide committees.

Along with the Assistant Dean of Operations/Director of Compliance, coordinates and ensures that all faculty members complete the University-required annual training modules.

Responsible for all annual faculty awards, including College of Medicine Rockford Distinguished awards and departmental Faculty of the Year awards. Solicits all nominations, prepares ballots, orders awards, notifies winners, plans and executes the various award ceremonies.

Perform other related duties and participate in special projects as assigned.