Office Manager - Internal Medicine

Position Summary

The incumbent will work under the direction of the Office Administrator, Department of Internal Medicine, the Associate Chair for Education and the Section Chief of the Infectious Disease Section. With the oversight of the Associate Chair for Education, the incumbent will support, coordinate and manage activities related to departmental Grand Rounds, the Clinician Educator Program, other departmental educational programs, and assist with general department operations. In addition, the incumbent will anticipate and provide highly specialized administrative support for the Infectious Disease Section. An in-depth knowledge of the department, department policies, CME rules and procedures is required. Good judgement, ability to exercise discretion, and the
operation of various software applications is required.

Duties & Responsibilities

• Promotion & Tenure Packet Preparation and Committee Support Coordinate and compile information from multiple sources—including CVs, University and hospital files, and faculty publication records—for the development of faculty promotion packets.
• Track and document research activities of faculty under review and assist in securing teaching evaluations.
• Work with the Office Administrator to identify missing materials for salaried and non-salaried packets and request necessary information directly from faculty.
• Organize Promotion and Tenure Committee meetings, including supporting the Chair with member recruitment, preparing materials, collecting confidential ballots, recording minutes, and maintaining documentation for reporting to the College Committee.
• Track and obtain faculty teaching evaluations for all Department of Medicine faculty.
• Education Coordination Coordinate all logistical and administrative aspects of departmental CME activities.
• Prepare, keyboard, and submit CME documents, including annual proposals, quarterly progress reports, and weekly session reports.
• Maintain confidential CME files and collect and process required forms from weekly presenters.
• Coordinate travel arrangements for visiting speakers, including cost research and booking airfare and hotel accommodations in accordance with UIC procedures.
• Prepare honorarium requests containing confidential details.
• Track expenditures for the Grand Rounds budget and advise the CME Activity Director on remaining funds.
• Draft weekly announcements and Grand Rounds evaluations and distribute evaluations following each session.
• Manage all Microsoft Teams functions for Grand Rounds, including link creation, distribution, session facilitation, and monitoring chat/audience participation.
• Provide audiovisual support to presenters and oversee weekly attendance processes.
• Review incoming mail for the CME Activity Director and respond within scope.
• Administrative Support to Infectious Disease Section Provide proactive administrative support to the Infectious Disease Section, including scheduling meetings and lectures and coordinating related logistics.
• Review on-call schedules, identify discrepancies, and enter final schedules into the online system.
• Independently prepare the monthly student and resident schedules and issue regular reminder communications to residents, students, and ID attendings.
• Coordinate planning and logistics for the quarterly ID retreat. Serve as a resource for students, residents, faculty, and external staff and determine appropriate actions for inquiries.
• Administrative Support to Associate Chair for Faculty Education Provide proactive and comprehensive administrative support to the Associate Chair for Faculty Education, including calendar management, meeting coordination, preparation of confidential communications, and maintenance of secure files.
• Coordinate lecture scheduling and manage all associated logistics. Serve as a knowledgeable resource for inquiries, assessing needs and determining appropriate actions or follow-up.