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Location

Urbana, IL | United States

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Job description

Office Administrator - Carle Illinois College of Medicine

Job Summary
Provide administrative support to the Chief Diversity, Equity, and Inclusion Officer (CDEIO), the Associate Dean for Faculty Affairs, and faculty and staff in the Carle Illinois College of Medicine.

Administrative

• Provide direct administrative

and clerical support to the CDEIO and Associate Dean for Faculty Affairs and
Development. To include but is not limited to:

• Manage the complex workflow including

schedule activities based on need and importance and setting priorities to ensure efficient coordination of
activities.

• Coordinate all meetings, which include

extending invitations to attendees, preparation, and distribution of meeting materials, securing
space when appropriate, and recording of minutes.

• Attend meetings and provides support for

the following committees:

• Diversity, Equity, and Inclusion

Committee

• Well-Being Committee
• Faculty Advisory Committee
• Others, as appropriate
• Provide clerical support and

serve as the point of contact for general inquiries. To include but not limited
to:

• Review, process, and respond to all

mail, phone calls, emails, or other correspondence for the office and related
programs.

• Assist in the preparation and

distribution of correspondence and other materials.

• Provide support to

student/faculty/staff programs, organizations, and/or groups.

• Coordinate with MarCom for

materials and website needs.

• Support the departments in

developing, implementing, and/or maintaining policy and procedural changes in
areas under the direction of the CDEIO and the Associate Dean.

• Serve as a liaison between

the department leadership, college leadership, college faculty, staff, and the
campus.

Event Planning/Management

In consultation with the
departments, coordinate events, which includes but is not limited to:

• Manage invitations, travel

arrangements for speakers and participants, and develop itineraries. Secure
facilities, catering, purchase supplies, and create/assemble any required
materials. Act as a liaison between vendors as required. Account reconciliation
for all event purchases.

• Create and manage event

pages/websites. Coordinate, evaluate and prepare reports on event
activities/registrations as required.

• Process and track event

agreements, registrations, and expenditures. This includes but is not limited
to processing honorariums and contracts, and maintaining records in accordance
with University and State regulations. Compile factual information and required
data for updates as requested by leadership.

• Provide on-site support for

all events. Assist with setup and perform related duties as assigned.

Fiscal

• Facilitate travel

arrangements for leadership, invited speakers, and special circumstances
related to departmental funding and reconcile travel charges in the applicable
campus systems. Remain knowledgeable on current policies surrounding travel
reimbursement policies.

• Monitor and maintain office

supplies utilizing applicable campus purchasing system and online markets.
Reconcile all purchases in the applicable campus systems. Remain knowledgeable
on current policies surrounding university purchasing guidelines.

• Coordinate any procurement,

travel, conference registration, and/or process reimbursements as needed for
OFAD leadership and any other administrative staff as necessary.

Other

• Other duties as assigned.
• Occasional travel may be

required.

• 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.

Physical Demands

• Sitting : Frequently
• Talking : Frequently
• Hearing : Frequently

Additional Physical Demands
Office Environment

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.
Preferred Qualifications

Preferred Experience

• Experience planning and managing events.
• Extensive experience working with MS Office software, including Outlook, Excel, and Word processing documents.
• Knowledge of HTML programming and website development and management.

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 3/11/2024. Salary is commensurate with experience. The starting salary for this position is $50,000.

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 Wednesday February 28, 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 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. 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 : 1023140

Job Category : Administrative Support

Apply at:

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