Administrative Aide - Dean's Office

# of Positions: 1Workplace Type: On-Site Posting Close Date: 1/2/2026Salary Range (commensurate with experience): $29.08 - $30.85

Final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, and budget constraints. It is not typical for an individual to be offered a salary at or near the top of the full range for a position.This position is located on the Peoria campus 170 miles southwest of Chicago. (On-Site Work – Not Remote).

The University of Illinois College of Medicine Peoria (UICOMP) educates 265 medical students and more than 300 physician residents and fellows annually. Additionally, it provides clinical care to more than 31,000 patients annually and conducts basic science, clinical and outcomes research. UICOMP is a regional campus of the University of Illinois College of Medicine, a part of the University of Illinois Chicago and University of Illinois System. The College of Medicine Peoria is home to the Cancer Research Center, Center for Wellbeing, and is a collaborator in Jump Simulation. Learn more about UICOMP at http://peoria.medicine.uic.edu.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

Initiates, expedites and performs administrative functions for the Dean's Office at the University of Illinois College of Medicine Peoria while meeting departmental deadlines/responsibilities. Duties performed require an extensive knowledge of the Dean's Office, programs, policies and procedures of the campus and UIC. 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

• Manages the Dean’s calendar/makes travel arrangements for meetings and conferences.
• Maintains a broad overview of committee deadline and responsibilities. Initiates, directs and coordinates administrative functions for numerous committees with full accountability for results.
• Provides administrative support to the UICOMP Executive Committee.
• Supports the Dean in securing agenda items (financial, curriculum updates, etc.) and building final copy agendas.
• Provides quality control when organizing and compiling meeting materials from a wide variety of sources for Committee meetings.
• Prepares and distributes final copy of confidential documents/reports requested by the Dean/Associate Deans/CFO to member of the Executive committee.
• Serves as a liaison proactively provides administrative support to various special meetings coordinated by the Dean's Office (College Executive Committee and All Faculty Meeting).
• Supports the All Faculty Meeting: solicits and compiles departmental annual, research and committee reports.
• Obtains estimates for special events and recommends cost effectiveness.
• Composes final copy of minutes. Manages the solicitation of confidential faculty nominations for the Executive Committee and College Executive Committee (Peoria).
• Prepares membership reports for UIC in a timely fashion.
• Provides administrative support to the Faculty Fellowships and Awards Committee. Coordinates meeting schedule.
• Prepares and disseminates nomination documents to faculty.
• Submits cost estimates and is responsible for purchasing engraved awards for presentation at the Annual Celebration of Excellence keeping BAA informed of final costs.
• Notifies faculty who are selected for the awards.
• Provides administrative support to the Committee on Committee. Committee on Committee places faculty on various committees based on request on "willingness to serve" survey.
• Coordinates scheduling of meeting.
• Prepares committee correspondence and roster.
• Approves and disseminates final committee roster to UIC.
• Provides administrative support to the UICOMP Senate. Coordinates rooms, equipment, and materials for meetings.
• Compiles attendance reports for UIC and manages confidential ballot repository.
• Provides administrative support to DEI Committee.
• Provides administrative support for various departmental Faculty/ Academic Professional search committees as needed.
• Serves on committees as assigned.
• Coordinates event planning sponsored by the Dean’s Office.
• Completes complex travel arrangements, catering, submitting CIS tickets, assists in setting up/tear down and preparing documents needed for meetings and or events.
• Represents the Regional Dean’s Office in all interactions including mail correspondence, telephone calls, walk-ins and meeting attendance.
• Screens, directs and or manages confidential and often difficult telephone calls which may require knowledge and/or interpretation of policies and procedures.
• Schedules Head/Chair yearly evaluations and EPRs for staff reporting to the Dean.
• Orders office supplies and picks up mail twice a day.
• Provides secondary support for Emburse Enterprise-purchases and reimbursements and account reconciliation for Dean's Office account.
• Serves as back-up processor for JDXpert/Cornerstone.
• Assist the Director of the Office of Human Research Oversight and Community Institutional Review Board with audits of studies submitted to the IRB to ensure compliance with policies and procedures are being followed.
• Complete and maintain current Citi training and accreditation.
• Attends monthly IRB meetings as an Administrative Member.
• Create, maintain and track yearly online confidential evaluations of the IRB Chair, Vice Chair and Director to be used for evaluations by the Regional Dean.
• The employee performs other research, reporting and/or related duties as assigned, including assisting with all aspects of responsibilities within the Office of the Dean.
• Performs other related duties as assigned.
  
  

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