Office Manager

Office Manager

Hiring Department : Dean's Office

Location : Rockford, IL USA

Requisition ID : 1043360

Workplace Type : On-Site

Posting Close Date: 10/25/26

Salary Range: Thebudgeted salary range for the position is $22.93/hr - $24.34/hr. Salary iscompetitive and commensurate with qualifications and experience, while alsoconsidering internal equity.

This position is located on the Rockford campus 90 milesnorthwest of Chicago. (On-Site Work - Not Remote).

About the University of Illinois Chicago

UIC is among the nation's preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent "Best Colleges" rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has nearly 260,000 alumni, and is one of the largest employers in the city of Chicago.

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 Summary

This position performs a variety of administrative and clerical dutiesto support academic departments in the College of Medicine. This includesserving as the delegated administrative support and liaison between thedepartment chairs, their faculty, students, the dean's office as well asaffiliated hospitals in the execution of the duties and responsibilities.Duties require the use of judgment and initiative and require extensiveknowledge of the organization, programs, and the activities of theadministrators they support. It is essential for the employee to have theability to exercise discretion in the handling of sensitive and confidentialinformation.

Duties & Responsibilities

• DepartmentAdministrative Support - Provideadministrative support to assigned department chairs, including schedulingmeetings and events, arranging event logistics, coordinating travel andconference registrations, processing reimbursements, and preparing materialsfor classes, meetings, and student-related activities.
• FacultyAppointment and Recruitment Support - Assistwith faculty appointment and onboarding processes by collecting requireddocumentation, maintaining faculty records and credentials, preparingappointment-related correspondence, and coordinating communications with newfaculty members. Support faculty recruitment efforts by coordinating candidateitineraries, travel arrangements, and interview logistics.
• FacultyPromotion Coordination - Manageand support faculty promotion dossier preparation in Interfolio and remaincurrent on related training. Collaborate with faculty to compile and verifyrequired documentation, monitor progress, ensure deadlines are met andcompliance with UICOM policies, and maintain accuracy and timeliness throughoutthe promotion process.
• FinancialAdministration and Budget Support - Processdepartmental purchases and reimbursements, reconcile transactions in universityfinancial systems, maintain expenditure records, ensure compliance withuniversity policies, and assist with budget planning and monitoring.
• Lettersand Document Preparation and Reporting - Assist the chairs, faculty and students with thepreparation of letters of recommendation for residency application. Monitorprogress of letters for early match programs and review letters for accuracybefore electronic submission to ERAS. Prepare, edit, and format correspondence,reports, recommendations, and other professional documents. Compile, organize,and maintain information for recurring reports and faculty-relatedadministrative needs.
• CommitteeSupport - Provideadministrative support to department committees, including meetingcoordination, agenda preparation, contacting presenters to confirm readiness,gathering and sharing materials, attending the meetings to take minutes andanswer questions, and follow-up activities. Ensure the department is aware ofchanges to policies and protocols.
• Evaluationsand Compliance Tracking - Responsiblefor scheduling and collecting annual evaluations for faculty each academicyear. Provide administrative support for faculty including tracking/collectingvacation/leave reports and ensuring completion of mandatory annual trainings(e.g., RNUA, Ethics, HIPAA, Safety, etc.), as well as maintaining departmentfaculty files.
• OtherDuties Performother duties and special projects as assigned.

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.

Preferred Qualifications

1. Strong interpersonal and communication skills
2. Excellent organizational skills with an ability to think proactively and prioritize work.
3. Ability to make independent, informed decisions.

Pleaseupload college transcripts and a list of three professional references at thetime of submitting your application. If you do not have a copy of yourtranscripts at the time of the application, please email a pdf copy View email address on click.appcast.io by the position close date.

To Apply: For fullest consideration click on the Apply Now button, please fully complete all sections of the onlineapplication including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the application.

Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date. Illinois Residency is required within 180 days of employment.

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.

The university provides accommodations to applicants and employees. Request an Accommodation

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person.