Office Administrator

Posted on: 8/3/2026 - Application Deadline: 8/18/2026 Work Schedule : M - F, 8 a.m. - 4:30 p.m. Shift : Days # of Positions : 1 Workplace Type : On-Site Posting Close Date : 8/18/2026 Salary Range (commensurate with experience): $25.10 - $26.64 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 . This includes Health, Dental, Vision, LifeInsurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents. Position Summary 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 High school diploma or equivalent. 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. Sponsorship for work authorization is notavailable 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. 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. 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. Looking for more University of Illinois positions? We invite you to search for positions at each of the University of Illinois locations, the University of Illinois System Office and the University of Illinois Foundation. The University of Illinois System Office supports the primary missions of teaching, research, public service, and economic development for all of the Universities and offers positions in all locations. The University of Illinois Foundation is the official fundraising and private gift-receiving agency for the University of Illinois and also offers position in all locations. Click the links below to search for other University of Illinois positions. 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, covid sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify. 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. #J-18808-Ljbffr