Office Administrator- Office of Research and Innovation Carle Illinois College of Medicine
University of Illinois

Job Info

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Office Administrator- Office of Research and Innovation Carle Illinois College of Medicine

Job Summary
The primary role of the Office Administrator is to provide specialized administrative support to the Associate Dean for Research and Innovation, and the faculty, staff, students and activities affiliated with the Office of Research and Innovation in the Carle Illinois College of Medicine.
Major Duties and Responsibilities:

Administrative

• Manage the complex workflow for the Associate Dean and the Office of Research and Innovation. Keep abreast of all issues before the Associate Dean so that all matters are handled appropriately.
• Provide administrative support across the research enterprise of the college including:
o Direct administrative support to the Associate Dean and other leaders within the unit.
o Manage complex office workflows for the office and the research enterprise across the college.
• Schedule activities based on need and importance and setting priorities to ensure efficient coordination of activities.
• Maintain knowledge on current and developing research activities and initiatives in the college and in collaboration with Carle Health, the university, and with external stakeholders.
• Serve as a liaison between the Associate Dean with Executive Officers, faculty and staff at the Carle Illinois College of Medicine and the university. Follow policies and procedures for the college and the university to ensure efficient operation of the college.
• Independently respond to routine correspondence that may contain confidential and/or sensitive information. Preparation of correspondence must reflect knowledge of subject matter and appropriately represent college standards; at times responding on behalf of the Associate Dean.
• Research and update presentations for the Assistant and Associate Deans.
• Establish and maintain confidential records and files.

Event and Program Management and Coordination

• Coordinate and participate in onsite and offsite meetings. This includes but is not limited to:
o Coordinating availability and invitations, preparation and distribution of meeting materials, securing meeting space, and recording of minutes.
• Provide administrative support for college innovation and research events including the biannual Health Make-A-Thon competitions and the Health Innovation Research Day.
• Organize/coordinate meetings and events for members and groups including college Research Advisory Board, Carle Illinois Research Mentors, and others.
o Ensure documentation and archival of agendas/meeting minutes/materials are made available as appropriate including upload/maintenance to the intranet
• Serve as a key administrative support resource for the Health Maker Lab competition including:
o Coordinate/facilitate events and training
o Facilitate access and coordination with faculty and facilities
o Manage/coordinate purchases
• Provide administrative support for programs including Student Publication Fund award process and Innovation Pathway Program.

Fiscal

• Coordinate any procurement, travel, conference registration, and process reimbursements for unit leadership and other administrative staff as requested.
• Monitor and maintain office supplies utilizing applicable campus purchasing system and online markets.
• Reconcile all charges in the applicable campus systems. Remain knowledgeable on current policies surrounding purchasing and travel reimbursement policies.
• Exercise substantial independent judgment in planning, travel reservations and the preparation of final travel itineraries.

Operations/Compliance

• Under the guidance of the Associate Dean and other unit leaders, provide administrative support for research regulatory and compliance activities.
• Provide senior level administrative support for research operations including:
o Shared-equipment and shared-facility policies and procedures.
o Oversight and management of industry-supported research and relational agreements with the college.
• Under the direction of the Associate Dean, provide support in implementing, and/or maintaining policy and procedural changes.

Other Activities

• Provide administrative support to the Dean's Office as requested.
• Perform related duties as assigned.
• Foster a culture of diversity and inclusion within the Carle Illinois College of Medicine.
• Establish and maintain effective working relationships; work cooperatively and collegially with others in a manner consistent with a workplace of dignity and respect; support and engage in equal employment opportunity principles, rules, and regulations.
• Champion positive inter-professional relationships bridging the College's private/public organization and missions.

Minimum Qualifications

1) High school diploma or equivalent.
2) Any one of the following from the categories below:
A) Four (4) years (48 months) of work experience comparable to the third level of this series.
B) Two (2) years (24 months) of work experience comparable to the fourth level of this series.

Knowledge, Skills and Abilities

• Knowledge of practices and methods of office administration.
• Excellent verbal, written and interpersonal communication skills.
• Skill in effectively dealing with diverse groups and individuals, across a variety of interactions/situations.
• Ability to effectively resolve conflicts and address interpersonal issues.
• Consistently demonstrate a professional, respectful demeanor, exemplifying diplomacy, discretion, and the utmost courtesy in all interactions.
• Ability to make appropriate decisions independently, collaborating with others as appropriate.
• Extensive knowledge using Microsoft Office software programs (including Excel, Word, Powerpoint, Outlook), as well as university business applications such as IBuy and TEM.
• Familiarity with a variety of software programs as well as university programs which includes but is not limited to Compass, Box, Sharepoint, Slate, and Webtools.
• Ability to demonstrate discretion, anticipate needs, and exercise judgment in independently prioritizing projects and executing work to meet stringent deadlines.
• Excellent organizational, analytical, and administrative management skills.
• Initiative to establish routines and priorities that ensure timely and satisfactory completion of work with minimal direct supervision.

Appointment Information

This is a 100% full-time Civil Service 3253 - Office Administrator position, appointed on a 12-month basis. The expected start date is as soon as possible after 11/25/2024. Salary is commensurate with experience. The budgeted salary range for this position is $50,000 - $60,000. We strive to provide a competitive salary, considering factors such as available market data, internal equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. The final salary offer will be determined through a thorough assessment of these elements. Sponsorship for work authorization is not available to begin this position or continue in this position.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on Tuesday November 5, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact wmmyers@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

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 .

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodations portal , or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu .

Requisition ID: 1026769
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

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