Office Manager

Hiring Department: Dean's Office

Location: Rockford, IL USA

Requisition ID: 1043360

Workplace Type: On-Site

Posting Close Date: 10/25/26

Salary Range: The budgeted salary range for the position is $22.93/hr - $24.34/hr. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

This position is located on the Rockford campus 90 miles northwest of Chicago. (On-Site Work – Not Remote).

About The University Of Illinois Chicago

UIC is among the nation’s preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent “Best Colleges” rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has nearly 260,000 alumni, and is one of the largest employers in the city of Chicago.

This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

Position Summary

This position performs a variety of administrative and clerical duties to support academic departments in the College of Medicine. This includes serving as the delegated administrative support and liaison between the department chairs, their faculty, students, the dean's office as well as affiliated hospitals in the execution of the duties and responsibilities. Duties require the use of judgment and initiative and require extensive knowledge of the organization, programs, and the activities of the administrators they support. It is essential for the employee to have the ability to exercise discretion in the handling of sensitive and confidential information.

Duties & Responsibilities

• Department Administrative Support - Provide administrative support to assigned department chairs, including scheduling meetings and events, arranging event logistics, coordinating travel and conference registrations, processing reimbursements, and preparing materials for classes, meetings, and student-related activities.
• Faculty Appointment and Recruitment Support - Assist with faculty appointment and onboarding processes by collecting required documentation, maintaining faculty records and credentials, preparing appointment-related correspondence, and coordinating communications with new faculty members. Support faculty recruitment efforts by coordinating candidate itineraries, travel arrangements, and interview logistics.
• Faculty Promotion Coordination - Manage and support faculty promotion dossier preparation in Interfolio and remain current on related training. Collaborate with faculty to compile and verify required documentation, monitor progress, ensure deadlines are met and compliance with UICOM policies, and maintain accuracy and timeliness throughout the promotion process.
• Financial Administration and Budget Support - Process departmental purchases and reimbursements, reconcile transactions in university financial systems, maintain expenditure records, ensure compliance with university policies, and assist with budget planning and monitoring.
• Letters and Document Preparation and Reporting - Assist the chairs, faculty and students with the preparation of letters of recommendation for residency application. Monitor progress of letters for early match programs and review letters for accuracy before electronic submission to ERAS. Prepare, edit, and format correspondence, reports, recommendations, and other professional documents. Compile, organize, and maintain information for recurring reports and faculty-related administrative needs.
• Committee Support - Provide administrative support to department committees, including meeting coordination, agenda preparation, contacting presenters to confirm readiness, gathering and sharing materials, attending the meetings to take minutes and answer questions, and follow-up activities. Ensure the department is aware of changes to policies and protocols.
• Evaluations and Compliance Tracking - Responsible for scheduling and collecting annual evaluations for faculty each academic year. Provide administrative support for faculty including tracking/collecting vacation/leave reports and ensuring completion of mandatory annual trainings (e.g., RNUA, Ethics, HIPAA, Safety, etc.), as well as maintaining department faculty files.
• Other Duties Perform other duties and special projects as assigned.
  
  

Minimum Qualifications

• High school diploma or equivalent.
• Two (2) years (24 months) of work experience comparable to the third level of this series.
  
  

Preferred Qualifications

• Strong interpersonal and communication skills
• Excellent organizational skills with an ability to think proactively and prioritize work.
• Ability to make independent, informed decisions.
  
  

Please upload college transcripts and a list of three professional references at the time of submitting your application. If you do not have a copy of your transcripts at the time of the application, please email a pdf copy to rockfordhr@uic.edu by the position close date.

To Apply: For fullest consideration click on the Apply Now button, please fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the application.

Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date. Illinois Residency is required within 180 days of employment.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

The university provides accommodations to applicants and employees. Request an Accommodation

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person.