Office Administrator - Carle Illinois College of Medicine

Office Administrator

Carle Illinois College of Medicine

University of Illinois Urbana-Champaign

The Carle Illinois College of Medicine seeks an Office Administrator to join our collaborative team in the Department of Clinical Sciences. This position is an exciting opportunity to contribute your skills to a medical school that is revolutionizing the future of medicine and be a part of building the future of health care. We encourage you to apply and be part of supportive team which contributes to the mission success of the college.

The Carle Illinois College of Medicine embraces the university's commitment to creating a diverse and talented community of students, faculty and staff, which is essential to fulfilling its mission and vision. Carle Illinois actively promotes an inclusive environment in which students, faculty and staff can learn, teach, research and serve. For detailed information on our commitment to diversity, equity, and inclusion, please visit:

Mission | Carle Illinois College of Medicine | Illinois

Job Summary

The Office Administrator will provide departmental and unit administrative/operational support to the faculty, staff, and leadership in one or more academic departments. Serve as primary administrative support to assigned Department Head(s), and primary contact between other college units and the departments.

Duties and Responsibilities

Departmental Administration and Support:

• Provide administrative support to the Department Head. Under the direction of the Director and the Administrative Aide, supports department related projects and initiatives.
• Manage the complex workflows as directed, keeping abreast of all issues so that matters are handled appropriately with discretion and strict confidentiality. Schedule activities based on need and importance. Establish priorities to ensure efficient coordination of activities.
• Prepare correspondence that reflects knowledge of subject matter and appropriately represents college standards; at times responding on behalf of College Leadership.
• Keyboard documents containing confidential and/or sensitive information, research, and update PowerPoint presentations. Establish and maintain confidential records and files on specific initiatives/projects.
• Serve as a liaison between the Department Head, department faculty, staff and students, and the campus.
• Coordinate and attend meetings on behalf of department leadership. Manage invitations, space, equipment, agendas, materials and minutes.
• Coordinate calendars for department leadership.
• Maintain departmental email lists, list serves, faculty lists, webpages and other communication resources.

Process Support and Compliance:

• Participate in the analysis, design, and implementation of the office information systems.
• Under the direction of department leadership, develop, implement, maintain, and interpret departmental and college policies and procedures to ensure efficient operations; collaborate with stakeholders to establish and manage processes that support departmental priorities and initiatives.
• Assist in managing and coordinating compliance activities, trainings and reporting such as periodic mandatory policy review and the annual RNUA compliance reporting.

Fiscal:

• Coordinate travel, reconcile charges, conference registration, and/or process reimbursements in the applicable campus system.

Other:

• Establish and maintain effective working relationships in a manner consistent with a workplace of dignity and respect.
• Foster a culture of diversity and inclusion; support and engage in equal employment opportunity principles, rules, and regulations.
• Champion positive inter-professional relationships bridging the college's private/public organization and missions.
• Perform other related duties or projects as assigned.

Qualifications

Required Qualifications

1. High school diploma or equivalent.
2. Any one or combination totaling four (4) years (48 months), from the categories below:
   1. Four (4) years (48 months) of work experience comparable to the third level of this series.
   2. Two (2) years (24 months) of work experience comparable to the fourth level of this series.

Appointment Information

This is a 100% full-time Civil Service 3253 - Office Administrator position, appointed on a 12-month basis. The expected start date is as soon as possible after the close date. The budgeted salary range for this position is $53,000-$58,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

This position is not eligible for any type of sponsorship for work authorization.

For more information on Civil Service classifications, please visit the SUCSS web site at .

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on Tuesday, March 10, 2026. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact [email protected] . For questions regarding the application process, please contact 217-333-2137.

At the University of Illinois Urbana-Champaign - the state's flagship public university and one of the world's leading research institutions - every staff member helps shape what's next . Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you're empowering first-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence - where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.

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.

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.

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 .

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodation portal , or by contacting the Office for Access & Equity at 217-333-0885, option #1, or [email protected] .

Requisition ID : 1034993

Job Category : Administrative Support

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