Office Administrator

Office Administrator

Hiring Department : Family and Community Medicine

Location : Rockford, IL USA

Requisition ID : 1043149


Workplace Type : On-Site


Posting Close Date: 10/11/26

Salary Range: The budgeted salary range for the position is $24.69/hr -$28.39/hr. Salary is competitive and commensurate with qualifications andexperience, while also considering internal equity.

This position is located on the Rockford campus 90miles northwest 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:

Provides oversight to the administrative functions of theDepartment of Family and Community Medicine and its divisions, supports theDepartment Head and faculty, and coordinates the functions and services for theRockford Department of Family and Community Medicine Program.

Duties & Responsibilities:


Providesadministrative support for the Department Head. Manages and coordinates theDepartment Head's calendar. Assists the Department Head with the preparation ofconfidential correspondence, reports, manuscripts and other materials.Independently responds to telephone/mail/email inquiries by providing factualand directive information. Creates correspondence, meeting minutes and otherdocuments containing authoritative information requiring knowledge ofUniversity and College procedures and practices.

Supervisesdepartmental office support staff. Plans, assigns and reviews assignments.Counsels subordinates and evaluates their job performance.


Oversees dailyactivities of the department. Acts as liaison to the members of the faculty,staff, students, residents, visitors, and higher administration at this site aswell as other campuses.

Provides administrative support for Parkview faculty in thedepartment including travel arrangements and reimbursements using the p-cardand TEM systems, room reservations, book orders, etc. Tracks CME expendituresfor Parkview department faculty as well as monthly leave reports.
Makes financialexpenditures as directed. Responsible for ordering supplies for the department,ordering flowers for special occasions and ordering food for breakfast, lunchor dinner meetings, as needed.

Initiates and coordinates the appointment process for newfaculty. Monitors paperwork for timeliness, reviews material for completeness,resolves questions or missing data and provides completed appointment packet toHead and to Dean's Office for presentation at the FAPT Committee meeting, ifnecessary.
Assists in completion of faculty promotion packets. Worksclosely with faculty in compiling data necessary for promotion, monitorsprogress to ensure timely completion, solicits letters of recommendation, andassists in gaining necessary committee and administrative approvals at variouslevels.
Assists the Head, faculty and students with the preparationof letters of recommendation for residency applications. Monitors progress ofletters for early match programs and reviews letters for accuracy beforeelectronic submission to ERAS.

Oversees the hiring and training process for staff of theDepartment of Family and Community Medicine. Ensures orientation and trainingsare scheduled as well as required identification, workspace and equipment havebeen provided.


Maintains an overall awareness of organizational activitiesof import or impact to the department. Develops and maintains departmentalpolicies and procedures in accordance with the University, College, andDepartmental statutes, bylaws, guidelines and policies. Represents the Head ofthe Department in problem resolution and/ or interpretation, explanation andjustification of administrative and programmatic policies and procedures.
Oversees themaintenance of files, records and other information of confidential nature.

Assembles dataand prepares administrative reports (Quarterly Faculty Activity Analysisreports, Departmental Annual reports, etc.) in collaboration with the BusinessManager.

Assists in thecoordination of Department office alterations and maintenance and enters thenecessary work orders.

Liaison withthe Office of International Services for obtaining and maintaining visas andwork permits for visiting foreign scientists, faculty, staff and students.

Represents the Department on various committees, whichenhance the goals of the department and the College of Medicine Rockford. Takesminutes, sends meeting notifications, makes room reservations and other dutiesrelated to departmental meetings.


Perform otherrelated duties and participate in special projects as assigned.

Minimum Qualifications

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

Preferred Qualifications
Bachelor's degree or Associate's degree

Please upload college transcripts and a list of threeprofessional references at the time of submitting your application. If you do not have a copy of your transcripts at thetime of the application, please email a pdf copy to 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.