What are the responsibilities and job description for the Administrative Aide - Office of Medicaid Innovation (OMI) position at uic?
The Administrative Aide will provide dedicated project and administrative support for OMI's Boards and Commissions portfolio.
This role supports the planning, coordination, and documentation of advisory councils, statutory boards, and commissions, ensuring compliance with state and federal requirements and supporting effective collaboration between OMI, HFS, managed care organizations, and external stakeholders.
Illinois Department of Healthcare and Family Services (HFS) is Illinois' single state Medicaid agency and the state organization responsible for administering Illinois' Medical Assistance and Child Support programs.
Candidates must reside in or within reasonable commuting distance of Springfield, Illinois or Chicago, Illinois, as regular in-person attendance at internal operations meetings, strategic planning sessions, and public-facing board and commission meetings is required. This position may also require occasional evening and/or weekend work to support scheduled meetings
Duties & Responsibilities:
Meeting Planning, Coordination, and Documentation
- Coordinate Boards and Commissions meetings, including scheduling, agenda development, material preparation, and post-meeting follow-up on action items.
- Organize, prepare, and distribute meeting materials, reports, presentations, and summaries to internal and external stakeholders.
- Track attendance, take detailed meeting minutes, and prepare formal post-meeting documentation in accordance with compliance and record-keeping standards.
- Maintain records of Boards and Commissions actions, decisions, and progress reports for audit and reference purposes.
- Identify and resolve administrative or coordination issues to ensure Boards and Commissions activities run smoothly and on schedule.
Board & Commission Administration and Governance Support
- Provide dedicated administrative and project management support for OMI Boards and Commissions, including advisory councils and governance bodies.
Compliance, Reporting, and Timeline Management
- Assist in tracking statutory deadlines, reporting requirements, deliverables, and timelines associated with Boards and Commissions activities.
- Maintain records and documentation to support compliance, audit readiness, and governance standards.
Document Management and Quality Assurance
- Provide data entry, document management, and quality assurance for Boards and Commissions materials within designated tracking systems and shared repositories.
- Proofread and review documents to ensure accuracy, consistency, and alignment with OMI, University, and HFS standards.
Other Duties
- Perform other related duties as assigned.