Business/Administrative Associate - Academic Affairs

# of Positions: 1Workplace Type: On-Site Posting Close Date: 1/2/2026The previously determined salary for this position is $24.68 to $40.11

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).

About UICOMP

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 SummaryThis position will have primary responsibility for high impact executive support to the Associate Dean for Academic Affairs, management of administrative/business operations of the Office of Academic Affairs, supervision of staff and fiscal, budget and contract management. Responsibilities require extensive knowledge of Academic Affairs at the Peoria Campus and across the College, a high level of autonomy, independent decision-making, sound judgement, ability to delegate, utmost discretion and attention to detail. The position works under the direction of the Associate Dean of Academic Affairs.Duties & Responsibilities

• Manages department fiscal budget activities and reconciles monthly budget reports. Provide detailed budget projections/comprehensive documentation to the Associate Dean for budgetary decisions and participates in the fiscal/budget planning process.
• Maintains necessary records of expenditures.
• Ensures compliance with faculty contracts teaching within the curriculum (appointment).
• Oversees accurate funding and payment for services rendered.
• Coordinates with GME and departments on evaluations and salary planning for multiple shared positions
• Creates and initiates payment of MOUs to faculty involved in the Illinois Medicine Curriculum as directed by Associate Dean of Academic Affairs.
• Manages renewals of contracts or purchases of a variety technology platforms and subscriptions: eValue, UWorld subscriptions, professional memberships, CIS services.
• Reconciles PCard. TCard and Chrome River transactions for multiple accounts.
• Work with staff on correction of rejected transactions. Explains transaction requirements to help clarify and avoid confusion.
• Oversees and tracks funds for student services and needs (endowed funds for the Rager Lab; Research awards) and utilization.
• Identifies and tracks to ensure procurement of fund transfers from healthcare partners (JUMP etc).
• Supports grant submissions with educational programs.
• Coordinates with Director of Research Services to ensure all grant applications and application of funds are appropriate.
• Oversees the annual Research Awards offered through Academic Affairs for students.
• Manages the Office of Academic Affairs to ensure smooth and efficient operation.
• In the absence of the Associate Dean for Academic Affairs, address matters of urgent nature.
• Take responsibility for handling the matter or delegate the matter to appropriate person.
• Responsible for analyzing problems, determining how they relate to Academic Affairs and make decision to resolve or refer them as appropriate.
• Engages in conversations regarding strategic planning of efficiency, structure, function and growth for the Academic and Student Affairs team and its intersection across the college with Peoria Departments.
• Reviews, revises and interprets and serves as an authoritative resource on department policies and operations. Develops and implements operational policies and procedures as needed.
• Serves as a technical and administrative resource person for: the Associate Dean; administrative personnel reporting to Associate Dean; support staff; students; faculty to help ensure functioning within the UME curriculum.
• Resolves gaps and provides directions to departments when resource needs are identified within clerkship function. Advises Associate Dean on organization and staff needs within Academic Affairs.
• Interview, hire, orient, lead, mentor and evaluate staff to meet departmental and organizational needs.
• Manages staff needs by providing or arranging coverage for site committee meetings or student testing during staff absences.
• Approves bi-weekly timesheets for Civil Service staff.
• Manages GoTime approvals for staff and ensures adequate office coverage.
• Oversees 900 hour employee usage including needs within the curriculum (ie standardized participant utilization).