Office Manager

Administrative Support Coordinator

This position performs a variety of administrative and clerical duties to support academic departments in the College of Medicine. This includes serving as the delegated administrative support and liaison between the department chairs, their faculty, students, the dean's office as well as affiliated hospitals in the execution of the duties and responsibilities. Duties require the use of judgment and initiative and require extensive knowledge of the organization, programs, and the activities of the administrators they support. It is essential for the employee to have the ability to exercise discretion in the handling of sensitive and confidential information.

Duties & Responsibilities

• Department Administrative Support - Provide administrative support to assigned department chairs, including scheduling meetings and events, arranging event logistics, coordinating travel and conference registrations, processing reimbursements, and preparing materials for classes, meetings, and student-related activities.
• Faculty Appointment and Recruitment Support - Assist with faculty appointment and onboarding processes by collecting required documentation, maintaining faculty records and credentials, preparing appointment-related correspondence, and coordinating communications with new faculty members. Support faculty recruitment efforts by coordinating candidate itineraries, travel arrangements, and interview logistics.
• Faculty Promotion Coordination - Manage and support faculty promotion dossier preparation in Interfolio and remain current on related training. Collaborate with faculty to compile and verify required documentation, monitor progress, ensure deadlines are met and compliance with UICOM policies, and maintain accuracy and timeliness throughout the promotion process.
• Financial Administration and Budget Support - Process departmental purchases and reimbursements, reconcile transactions in university financial systems, maintain expenditure records, ensure compliance with university policies, and assist with budget planning and monitoring.
• Letters and Document Preparation and Reporting - Assist the chairs, faculty and students with the preparation of letters of recommendation for residency application. Monitor progress of letters for early match programs and review letters for accuracy before 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-related administrative needs.
• Committee Support - Provide administrative support to department committees, including meeting coordination, agenda preparation, contacting presenters to confirm readiness, gathering and sharing materials, attending the meetings to take minutes and answer questions, and follow-up activities. Ensure the department is aware of changes to policies and protocols.
• Evaluations and Compliance Tracking - Responsible for scheduling and collecting annual evaluations for faculty each academic year. Provide administrative support for faculty including tracking/collecting vacation/leave reports and ensuring completion of mandatory annual trainings (e.g., RNUA, Ethics, HIPAA, Safety, etc.), as well as maintaining department faculty files.
• Other Duties Perform other 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.

Please upload college transcripts and a list of three professional references at the time of submitting your application. If you do not have a copy of your transcripts at the time 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 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.

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.