Administrative Aide

Hiring Department : Neurology/Neurosurgery Location : Peoria, IL USA Requisition ID : 1041634 FTE : 1 Work Schedule : M - F, 8 a.m. - 4:30 p.m. Shift : Days # of Positions : 1 Workplace Type : On-Site Posting Close Date : 6/23/2026 Salary Range (commensurate with experience): $29.08 - $30.85 Please note that this position is not remote and is onsite in Peoria, IL. About UICOMP The University of Illinois College of Medicine Peoria (UICOMP) educates 244 medical students and nearly 300 physician residents annually. It is one of four campuses that make up the nation’s largest public medical school. The Peoria campus is known among students for its small class sizes, rigorous curriculum and hands‑on clerkships; to residents and fellows for the strong academic setting, large referral base and exceptional facilities; and by physicians seeking the ideal combination of teaching and practicing medicine in a research‑based university setting. This position is intended to be eligible for benefits, including Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off and Tuition waivers for employees and dependents. Position Summary This position provides administrative and organizational support to departmental leadership; maintaining awareness of departmental responsibilities, deadlines, procedures, and operational needs; preparing and reviewing communications and documents; managing confidential administrative, personnel, candidate, financial, purchasing, and contract records; serving as a liaison between departmental faculty, staff, candidates, vendors, and University offices; assisting with complex scheduling, travel, candidate visits, onboarding logistics, purchasing, equipment requests, positive time reporting, and special projects; and supporting departmental fiscal activities, including budget tracking, expense reconciliation, purchase orders, grant fund monitoring, budgetary reports, and funding transfer/reallocation requests. Duties & Responsibilities Provides high‑level administrative and operational support to departmental leadership, faculty, and staff. Coordinates day‑to‑day administrative activities, tracks deadlines, prepares documentation, supports departmental workflows, and assists with operational needs for the department. Maintains awareness of departmental deadlines related to travel, purchasing, expense reconciliation, contracts, budget reports, positive time reporting, onboarding, candidate visits, equipment requests, and other operational processes. Assists with reviewing, updating, and following departmental procedures to ensure timely completion of required tasks. Coordinates candidate visits, new hire itineraries, physician travel, meetings, meals, onboarding schedules, equipment needs, and related logistics. Supports departmental activities, recruitment visits, faculty needs, and operational projects by scheduling participants, confirming details, preparing materials, and tracking follow‑up items. Tracks departmental funding, monitors budget activity, reviews budgetary reports, maintains records of expenditures, assists with budget transfers or reallocations, monitors grant fund utilization, identifies under‑ or over‑utilized funds, supports requests to move funding, reconciles P‑Card/T‑Card transactions, processes purchase orders, and assists with fiscal documentation. Prepares, reviews, and finalizes departmental communications, itineraries, schedules, travel documentation, purchasing documentation, reimbursement materials, reports, and other administrative documents. Drafts communications related to candidate visits, new hire coordination, travel logistics, purchasing follow‑up, and departmental operations as directed. Manages day‑to‑day office operations. Interview, hire, orient, lead, mentor and evaluate staff to meet departmental and organizational needs. Perform other related duties and participate in special projects as assigned. May provide guidance or training to student workers, extra‑help, or other support staff as assigned. Minimum Qualifications High school graduation or equivalent. Any one or any combination totaling five (5) years (60 months) from the following categories: College coursework in business, finance, accounting or a related field: 60 semester hours or an Associate’s degree equals one (1) year (12 months) 90 semester hours equals two (2) years (24 months) 120 semester hours or a Bachelor's degree equals three (3) years (36 months) Master’s degree or higher equals four (4) years (48 months) Progressively more responsible general or specialized office experience which included aspects of supervising staff or a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles. Illinois Residency is required within 180 days of employment. Sponsorship for work authorization is not available for this position. Equal Opportunity Employer 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. The university provides accommodations to applicants and employees. Request an Accommodation. #J-18808-Ljbffr