New

Administrative Assistant - College of Medicine

University of Illinois Chicago
life insurance, paid time off, retirement plan
United States, Illinois, Chicago
Mar 03, 2026
Administrative Assistant - College of Medicine Administrative Assistant - College of Medicine Hiring Department: Administration Location: Chicago, IL USA Requisition ID: 1038974 FTE: 1 Work Schedule: Monday - Friday, 8:30AM - 5:00PM Shift: Days # of Positions: 1 Workplace Type: Hybrid Posting Close Date: March 6, 2026 Salary Range (commensurate with experience): $84,181.50 - 89,349.00 / Annual Salary 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. Employee is responsible for overseeing the administrative functions for the College of Medicine Office of the Dean. Administrative Assistants' job duties are characterized by high-impact activities that affect multiple departments within the College of Medicine. Duties & Responsibilities: Provide comprehensive administrative support to the Dean and designated leaders, including complex calendar management, briefing materials, and follow-up tracking; draft, proof, and manage confidential correspondence, reports, and presentations for internal and external audiences; maintain organized systems for priorities, deadlines, and recurring college-wide deliverables, artifacts (agendas, packets, minutes) and track decisions and next steps. Support College governance processes (e.g., faculty committees), including scheduling, agendas, materials distribution, minutes, and action-item tracking. Prepare and route executive communications on behalf of the Dean; ensure message consistency and appropriate distribution; coordinate with campus/regional leadership and central offices (HR, Faculty Affairs, Finance, Advancement) to align processes and resolve operational issues. Coordinate with key stakeholders on high-visibility events (faculty recognition, town halls, retreats, VIP visits) including logistics, vendor coordination, run-of-show, and post-event reporting; manage meeting. Maintain accurate electronic and physical records for the Dean's Office (e.g., committees, appointments, policies) and ensure compliance with University retention, confidentiality, and access standards; support audit/readiness activities and implement process improvements to strengthen controls and documentation. Process routine transactions (travel, reimbursements, purchasing, invoices) and reconcile expenses in accordance with University and College policies; monitor office resources and vendor services and identify opportunities to streamline workflows. Assist with strategic or time-bound projects for the Dean's Office (e.g., accreditation readiness, policy updates, search support), providing research, coordination, and status reporting. Minimum Qualifications Required: 1. High school graduation or equivalent 2. Any one or any combination totaling five (5) years (60 months) from the following categories: A. college course work in business, finance, accounting or a related field: 60 semester hours or an Associate's degree equals one (1) year (12 months) 90 semester hours equals two (2) years (24 months) 120 semester hours or a Bachelor's degree equals three (3) years (36 months) Master's degree or higher equals four (4) years (48 months) B. progressively more responsible professional, managerial and supervisory experience that included experience in areas such as supervising staff or a job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles Preferred Qualifications: Knowledge of College of Medicine bylaws. Proficiency in typing and organizational skills. Ability to multi-task and work with extremely confidential information. 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. 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. To apply, visit https://uic.csod.com/ux/ats/careersite/1/home/requisition/19155?c=uic Copyright 2025 Jobelephant.com Inc. All rights reserved. Posted by the FREE value-added recruitment advertising agency jeid-112cdad0adeef849ad22fcb3616df13d