Office Manager
University of Illinois Chicago (UIC) School of Public Health
Rockford, IL
Hiring Department: Dean's Office Location : Rockford, IL USA Requisition ID : 1036387 FTE : 1 Work Schedule : 8a - 4:30p Shift : Days # of Positions : 1 Workplace Type : On-Site Posting Close Date : 8/15/25 Salary Range (commensurate with experience): $22.09 - 22.54 / Hourly Wage 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. Benefits eligible positions include a comprehensive benefits package which offers: Health, Dental, Vision, Life, Disability & AD&D insurance; a defined benefit pension plan; paid leaves such as Vacation, Holiday and Sick; tuition waivers for employees and dependents. Click for a complete list of Employee Benefits. Position Summary This position performs a variety of clerical duties to support the Office of the Dean and administrative units within the College of Medicine. Serves as the administrative support for the Departments of Obstetrics and Gynecology, Pediatrics and Psychiatry. This includes serving as the delegated liaison between the department Chairs, their faculty, students, dean's office and affiliated hospitals in the execution of the duties and responsibilities delegated by the department Chairs. Duties & Responsibilities
- Provide administrative support for the Chair of the Departments of Obstetrics and Gynecology, Pediatrics and Psychiatry. Assist with scheduling meetings, conference registrations, travel arrangements and reimbursements as needed. Provide clerical support for preparation of materials for classes/meetings with students as assigned.
- Assist in completion of department faculty promotion dossiers. Work closely with faculty members in compiling data necessary for promotion, resolve questions or missing data and monitor progress of promotion to ensure compliance with UICOM policies. Responsible for accuracy and timeliness. Attend workshops for current procedure in completing the promotion packet.
- Responsible for overseeing Department purchases/expenditures and maintaining an accurate record of expenditures. Reconciles purchases in university accounting systems in accordance with university policy and procedures. Processes purchases and reimbursements through the appropriate university systems. Assists in the budget planning process.
- Assist the Regional Dean’s Office with faculty appointments for the above-mentioned departments. Communicate with new faculty to collect the necessary documentation required for appointment to the University. Maintain accurate files for faculty in the department with contact information, up-to-date CV’s and other documents necessary for appointment. Create letter to new faculty from the Dean and mail.
- Assist in preparation of articles, documents and reports for faculty. Assist Department faculty with letters of recommendation for medical students seeking residencies. Collect, compile and organize information for recurring reports. Keyboard documents such as correspondence, reports, bulletins and similar materials with responsibility for determining format and correcting errors in sentence and paragraph structure as well as errors in spelling, punctuation and grammar.
- Clerical support for department committees, as assigned. Provide meeting notices and arrangements, assist in preparation of agendas and supporting materials, attend meetings to take minutes, and provide meeting follow- up. Assist search committees in tasks associated with recruitment of new faculty, such as setting up candidate itineraries and arranging travel.
- Provide support for projects and activities coordinated through the Dean’s office.
- Assist with required annual faculty/staff training and form completion, Vacation/Leave reports and other reports as needed.
- Performs other related duties as assigned.
- High school diploma or equivalent.
- Two (2) years (24 months) of work experience comparable to the third level of this series.
Posted 2025-08-10
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