Administrative Aide

Position Summary
Initiates, expedites and performs administrative functions for Academic Affairs and the Associate Dean for Academic Affairs at the University of Illinois College of Medicine Peoria while meeting departmental deadlines/responsibilities. Duties performed require knowledge of the Academic Affairs programs, policies and procedures. The position requires knowledge of various computer systems and databases. Position requires high degrees of professionalism, accuracy, accountability and confidentiality. The position works under administrative direction of the Business Administrative Associate (BAA).

Duties & Responsibilities

Provides advanced administrative support to the Associate Dean by proactively managing a complex calendar, including scheduling, prioritizing, and adjusting appointments, meetings, and commitments to ensure efficient use of Associate Dean’s time. Serves as a central point of contact for inquiries requiring the Associate Dean’s attention, ensuring appropriate follow-up, confidentiality, and alignment with Academic Affairs priorities.

Leads the coordination, planning, and execution of major special events supported by the Academic Affairs department. This includes developing timelines, managing logistics, collaborating with internal and external stakeholders, and overseeing day-of event operations for functions such as convocation, Celebration of Excellence (CoE), LCME accreditation activities, and other Academic Affairs–sponsored events. Ensures all events are executed with high quality, align with institutional standards, and effectively support the department’s strategic objectives.

Coordinates and facilitates meetings by preparing agendas, gathering and organizing supporting materials, initiating meeting sessions (in-person and virtual), and ensuring all logistical details are in place. Records, drafts, and distributes meeting minutes with a high level of accuracy and timeliness. Prepares clear and professional communications, reports, and briefing materials on behalf of the Associate Dean for campus leadership and internal stakeholders.

Provides secondary support for Emburse Enterprise functions, including processing departmental purchases, facilitating employee reimbursements, and assisting with account reconciliation. Duties include verifying documentation for accuracy, ensuring compliance with institutional financial policies, troubleshooting system issues, and coordinating with Finance to resolve discrepancies.

The employee performs other research, reporting and/or related duties as assigned, including assisting with all aspects of responsibilities within Academic Affairs. Performs other related duties as assigned.