Business Administrative Associate I - College of Medicine (Dean's Office)
University of Illinois - Chicago
Application
Details
Posted: 29-Oct-24
Location: Chicago, Illinois
Type: Full-time
Salary: Open
Internal Number: 5756921
Business Administrative Associate I - College of Medicine (Dean's Office)
Business Administrative Associate I - College of Medicine (Dean's Office)
Hiring Department: Administration
Location: Chicago, IL USA
Requisition ID: 1027536
Posting Close Date:
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 over 300,000 alumni, and is one of the largest employers in the city of Chicago.
This is a full-time and benefits eligible position. Hybrid and flexible work schedules are available. UIC offers competitive salaries commensurate with experience. In addition all full time benefits eligible positions include a comprehensive benefits package which include; Health, Dental, Vision, Life, Disability & AD&D insurance, a defined benefit pension plan as well as paid leave which includes; Vacation, Holiday and Sick. In addition we offer tuition waivers for employees and dependents. Click for a complete list of Employee Benefits.
Description:
The Business Administrative Associate provides high-level administrative and managerial support to multiple senior administrative team members within the College of Medicine (COM) Office of the Dean, using initiative, independent judgment and discretion concerning priorities. The College of Medicine Office of the Dean is an executive-level office that administers a high volume of complex work, which requires working under pressure on a daily basis to meet stringent deadlines while maintaining attention to detail. This position will perform a wide variety of functions in support of operations and services administered by the COM Office of the Dean, which requires knowledge about overall College of Medicine activities, applicable University and departmental policies, and established office procedures.
Duties & Responsibilities:
Provide administrative support to facilitate COM Office of the Dean activities, operations and services, including assisting COM Office of the Dean senior administrative leaders, including Associate Dean for Administration, Assistant Dean for Strategic Initiatives & Planning, Senior Associate Dean for Research, and Senior Associate Dean for Students.
Provide assistance as needed to support COM Office of the Dean operations and services to ensure daily operational needs are met including: scheduling meetings; drafting emails; drafting agendas; gathering materials needed for meetings; drafting meeting minutes; tracking action items; project management; handling messages of administrative officials/professional staff to ensure they are handled in a timely manner; planning/coordinating electronic mailings; independently requesting and providing information to facilitate COM Office of the Dean meetings, events, seminars, conferences and activities; performing other clerical and office support functions. This includes supporting searches for senior executives to be hired (department heads, center directors, and assistant/associate deans).
Prepares standard and ad-hoc reports in response to requests from senior administrative leaders utilizing university enterprise systems, national databases (NIH, AAMC, etc), web site sources, and other records, with general guidance about objectives, purpose, and format. Maintain accurate data and documentation on behalf of senior administrative leaders, including via Word documents, Excel spreadsheets, PowerPoint presentations, Box folders and files, GoogleDrive and OneDrive documents, and other materials.
Provide direct support to the strategic planning workgroup leaders assisting with various administrative activities, monitoring action items, administering surveys, updating the website, etc.
Plan and coordinate logistical requirements for COM Office of the Dean activities on behalf of senior administrative leaders including: selecting and reserving space for meetings, conferences, seminars and events; setting up Zoom arrangements; handling equipment and supply needs (e.g., computers, audio-visual equipment); organizing reports and written materials for distribution; handling catering needs; and providing support in other areas as needed.
Maintain electronic filing systems for COM Office of the Dean senior administrative leaders. This includes correspondence, documents, and reports which may contain confidential or sensitive information (e.g., budget and other financial information, pending litigation, or information related to University contractual agreements or personnel matters). Effectively search for and provide documents as requested within short time frames.
Coordinate travel arrangements for COM Office of the Dean senior administrative leaders and professional staff, including transportation, hotel accommodations, and preparation of itineraries, which requires knowledge about travel policies and procedures to ensure compliance with established University and departmental travel guidelines/regulations.
Manage business transactions in compliance with OBFS policies and procedures and ensure needed follow up for completion, including Purchasing Card and Travel Card transactions; reconciling via Purchasing Card Solution Software and processing reimbursements, Travel Card reconciliation, and payment processing in the Chrome River Travel and Expense Management system. Monitor related Banner activities to ensure receipts reconcile with account charges. Maintain office/supply inventory, and process on-line orders from Central Stores and iBuy as needed to ensure the availability of adequate quantities for daily operational use.
Assess and process inquiries from persons seeking assistance from COM Office of the Dean to effectively address their needs and/or ensure they are appropriately directed to another person/office for response, which requires the ability to make decisions that apply knowledge and understanding about University organization, overall COM Office of the Dean activities, and applicable policies/procedures. For example, assist with responses to FOIA requests.
Acts as liaison with department heads and department administrators throughout the College of Medicine to triage, route, and follow up on issues and inquiries on behalf of senior administrative leaders.
Perform other assigned duties appropriate for a Business Administrative Associate classification.
Minimum Qualifications Required:
Bachelor's degree in business administration, management, or a field related to the position.
Two (2) years of professional business, financial, and/or managerial work experience.
Demonstrated experience within a higher education environment in an executive assistant role, with proven project management skills, experience managing deadlines, and ability to collaborate in a team-based environment with diverse constituencies.
(NOTE: A Master's Degree in an area consistent with the duties of the position may be substituted for one (1) year (12 months) of work experience.)
Preferred Qualifications:
Demonstrated experience within a higher education environment in a program coordination, business management, or executive assistant role, with proven project management skills, experience managing competing deadlines, and ability to collaborate in a fast-paced, team-based environment with diverse constituencies
Maintain strict confidentiality as appropriate.
Strong ability to exercise discretion and independent judgment to resolve problems.
Ability to be attentive to detail and produce quality workproduct
Ability to work under ongoing pressure and deadlines. Must be able to rapidly comprehend, prioritize, and expedite all aspects of managing requests and communications on behalf of senior administrative leaders.
Advanced knowledge of word-processing, spreadsheet, and presentation software programs.
Knowledge about Purchase Card, Travel Card, TEM, Banner and iBuy software programs/ applications to perform accurate and timely operations in compliance with OBFS policies and procedures, related to assigned areas of responsibility.
Knowledge of project and program management processes and tools.
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 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.
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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 of Illinois Chicago is the city’s largest university and its only public Carnegie Research 1 institution. Its 16 academic colleges serve close to 34,000 undergraduate, graduate and professional students. UIC is recognized as one of the best public universities and one of the most ethnically rich and culturally diverse campuses in the nation, located in the heart of Chicago, it is an integral part of the city's educational, technological and cultural fabric.