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Location

Urbana, IL | United States

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Job description

Office Manager - Carle Illinois College of Medicine
Finance and Human Resources

Learn More About the World's First Engineering-Based College of Medicine

Carle Illinois College of Medicine: We Are Physician Innovators

Highlights of Benefits for University of Illinois Employees

Job Summary
Under administrative direction, support the operational and administrative functions for the Associate Dean for Finance and Administration and human resources unit in the Carle Illinois College of Medicine. This position handles sensitive and confidential personnel information on a day-to-day basis.
Support the Associate Dean for Finance and Administration

• Manage the complex workflow for the Associate Dean for Finance and Administration, including scheduling activities based on need and importance and setting priorities to ensure efficient coordination of activities. Keep abreast of all the issues before the Associate Dean so that all matters are handled appropriately.
• Review and prioritize appointment requests on behalf of the Associate Dean. Coordinate meetings which include invitations to attendees, distribution of meeting materials, and securing meeting space when appropriate.
• Independently collect, prepare, and provide material necessary for various annual reports and ad hoc reporting requirements.
• Coordinate any procurement, travel, conference registration, and/or process reimbursements as needed for the Associate Dean and other administrative staff as necessary.
• Support the Associate Dean and their staff in developing, implementing, and/or maintaining policy and procedural changes in areas under the direction of the Associate Dean.
• Manage the reports of non-university activities for the college and provide policy and procedure guidance regarding conflict of interest/commitment issues. Serve as a liaison between Associate Dean with Executive Officers, Faculty, and Staff at the college and the campus. Interpret policies and procedures for the college and the University to ensure efficient operation of the college.
• Oversee and manage the processing of employment agreements between the college and campus units or Carle Health Systems. This includes overseeing the entire process from agreement generation to final execution and working collaboratively with both campus units and Carle Health administration to ensure timely completion and efficient operations.
• Establish and maintain confidential records and files.

Recruitment Support

• Provide administrative support for all academic and civil service searches.
• Initiate and manage workflows within the applicable hiring systems through to hire completion.
• Coordinate and manage search related compliance activities including unconscious bias training, visual compliance checks, employment of relatives, background checks, misconduct checks.
• Coordinate posting of job announcements. Ensure postings are compiled and recorded as part of the search process.
• Manage and monitor submitted applicant materials in the applicable University system; redact, save and upload frequently for access by search committee members.
• Organize and communicate with hiring officials, search committee members, and candidates.
• Coordinate/schedule meetings, interview schedules, itineraries, presentations; prepare materials/documents, organize travel, assist with communications. Work closely with hiring units as needed to ensure effective coordination.
• Manage communications with Marcom regarding new hires; ensure they are informed of all incoming hires.

Other

• Perform other duties as assigned.
• 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.
• Foster a culture of diversity and inclusion within the Carle Illinois College of Medicine.
• Champion positive inter-professional relationship bridging the college's private/public organization and missions.

Minimum Qualifications

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

Knowledge, Skills and Abilities

• Excellent verbal and written communication skills.

• Skill in effectively dealing with diverse groups and individuals, across a variety of interactions/situations.

• Ability to maintain extremely high level of confidentiality.

• Ability to demonstrate initiative and use good judgment.

• Ability to make decisions independently, collaborating with others as appropriate.

• Strong organizational skills. Ability to anticipate needs, prioritize projects and complete tasks in an efficient manner.

• Problem-solving abilities.

• Consistently demonstrate a professional, respectful demeanor, exemplifying diplomacy, discretion and the utmost courtesy in all interactions.
  Appointment Information
  This is a 100% full-time Civil Service 3266 - Office Manager position, appointed on a 12-month basis. The expected start date is as soon as possible after 2/9/2024.
  The salary for this position is set by a collective bargaining agreement and is $22.701 per hour.
  Sponsorship for work authorization is not available for this position.
  For more information on Civil Service classifications, please visit the SUCSS web site at .
  Application Procedures & Deadline Information
  Applications must be received by 6:00 pm (CST) on February 9, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting, and upload your cover letter, resume and names/contact information for three professional references. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through 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 Charisse Coleman, [email protected] . 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. 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 [email protected] .
  Requisition ID : 1022707
  Job Category : Administrative Support
  To apply, visit
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