Office Manager

Job Title

This position anticipates and provides highly specialized administrative and educational support for the Department of Health Sciences Education and Pathology(DHSEP) faculty at the University of Illinois College of Medicine Peoria.

Duties & Responsibilities

Administrative Support:

• Responds to internal and external requests for information and questions about the department, programs and procedures.
• Serves as a process expert in providing accurate answer or referral.
• Responds to mail within scope.
• Helps the AA coordinate logistical arrangements for projects and special events occurring within the department.
• May include catering, venue, equipment, visitor travel arrangements, lodging reservations, invitations or other promotion of event. Responsible for organizing and maintaining sensitive and/or technical files and records.
• Produces schedules, composes correspondence (letters or email), keyboards technical reports, drafts, minutes and documents using variety of office tools (Microsoft Office, Adobe, and Google Sheets/Docs).
• Maintains inventory of office and lab supplies, proactively places orders and/or notifies appropriate department staff.
• Verifies vendor information is up to date and current. Attends meetings as requested.
• Provides secondary support for faculty travel arrangements, purchases and reimbursements.
• Creates meetings, agendas, calendar invites for the faculty within the department for special projects.
• Provide administrative support and creation of documents for review.
• Facilitates purchase of approved good or services using preferred university methods and advising of purchasing policies and procedures.
• Independently completes purchase requisitions, iBuy purchases, P-Card purchases, T-Card purchases within a monthly $5,000.00 limit.
• Maintains record of purchases and provides reports to the HSE, Administrative Aide for final budget reconciliation.
• Monitors DHSEP website ensuring content is accurate and up to date.
• Works collaboratively to suggest and submit updates as needed.

Academic Administrative Support:

• Proactively modifies, adjusts and maintains a schedule of educational commitments and notifies the appropriate faculty of deadlines, engagements and prepares necessary summary templates.
• Responsible for the scheduling of electives offered from the DHSEP and Department of Dermatology based on student interest. Determines availability of elective faculty and coordinates their participation.
• Serves as a liaison for and between students, faculty and Academic Affairs.
• Coordinates enrollment of students in the elective courses the Registrar and Visiting Student Coordinator.
• Contacts and confirms schedules with student and course director; collects and records student assessments according to guidelines provided by Registrar.
• Collates and creates faculty evaluations for their teaching in the electives.

CME Support:

• Responsible for developing schedule, advertisement and CME compliance for faculty development offerings.
• Provides primary support for faculty development offerings.
• Tracks CME credit for attendees Serves as a liaison with CME office.

Management of Department Events:

• Responsible for scheduling and helping with hosting student support days sponsored by the department Organizes and facilitates department events for faculty including but not limited to community service, team building and annual retreats.

Department Space Organization & Maintenance:

• Helps with organizing and maintaining office space/rooms in the department

Miscellaneous Support:

• Performs other related duties and participate in special projects as assigned.

Minimum Qualifications

High school diploma or equivalent.

Two (2) years (24 months) of work experience comparable to the third 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. 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.