Office Administrator

GME Office Administrator

The incumbent will work under the administrative direction of the GME Administrative Assistant Extensive knowledge of the department, programs, policies, and procedures is required. The ability to use good judgement and discretion, while maintaining fiscal reports and confidential files; utilize multiple software systems and databases; handle document prep, scheduling, and other general support duties.

Duties & Responsibilities

• This position tracks monthly expenses and maintains proper documentation to ensure accurate tracking and reconciliation. Reviews processes to recommend and implement changes for our extensive departmental tracking of financial expenses.
• Assists in the monitoring of departmental budget.
• Coordinates & executes the resident reimbursement process, which includes reviewing submissions from multiple programs for accuracy according to both University and Hospital policies; completing & submitting forms accordingly; and tracking each resident's funds to ensure no expenditures go over the maximum amount allowed per fund type (Educational Allowance Funds & Research Travel Funds).
• When issues arise, this person will manage the communication between the GME office and Hospital officials to determine the problem and implement a solution.
• Maintains the records for, and processes all Check Requests & Direct Payments from Hospitals.
• Review receipts and submission forms, from multiple programs, for accuracy; Submits for Processing.
• Tracks and follow up accordingly.
• This person will hold both a P-Card and a Tcard and maintain proper training and knowledge base of University Policy & Procedures pertaining to the use of each.
• In holding said cards, this person will need to be proficient with utilizing the University Emburse System, which reconciles all P-Card and T-Card expenses.
• Acts as delegate to various GME faculty & staff, working with them to obtain proper documentation and assist in the processing of reconciling their expenses/reimbursements in Emburse.
• The GME Office Administrator provides administrative support to the Graduate Medical Education department and addresses day-to-day operational needs under the direction of the Administrative Assistant &/or Administrative Aide.
• Maintains a general understanding of the activities and events occurring in the department, as well as the procedures and policies of the GME Department.
• Maintains resident/fellow records (350+) while exercising confidentiality in this, and all other aspects of the office and its operations.
• Updates electronic database of residents/fellows each academic year, and as needed.
• Administrative support for various GME committees.
• Scheduling meetings, reserving rooms, ordering food, and taking notes/creating minutes accordingly; and acting as problem solver during said meeting as needed.
• As schedules permit, and as needed, attend and represent the GME department at activities, and/or other meetings in a professional manner.
• Assists with planning, organizing, materials distribution and supporting department activities such as fall wellness fair, annual holiday party, recruitment related projects, orientation, and other activities as the need arises.
• Assist, as needed, with GME curriculum events/meetings by reserving rooms, ordering food, setting up a/v needs, correlate evaluations, and other related tasks.
• Gather and distribute mail appropriately, manage fax machine and assist with other duties & projects as assigned, in guidance from, the GME Administrative Assistant.
• Maybe asked to perform duties listed in the lower levels of this classification series.

Minimum Qualifications

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

To Apply: For fullest consideration click on the Apply Now button, please fully complete all sections of the online application 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.

Sponsorship for work authorization is not available for this position.

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.