"Administrative Assistant - Carle Illinois College of Medicine"

Administrative Assistant - Carle Illinois College of Medicine

Office of the Dean

The Carle Illinois College of Medicine seeks an Administrative Assistant to join our collaborative team in the Office of the Dean. This position is an exciting opportunity to contribute your skills to a medical school that is revolutionizing the future of medicine and take on a role where integrity, teamwork, and excellence are highly valued. We encourage you to apply and be part of a team that supports each other and 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.

Job Summary

The Administrative Assistant is the principal assistant to the Dean of the Carle Illinois College of Medicine and as a member of the Executive Leadership Team provides high level support to the dean. The primary responsibilities are to oversee the organization of the dean's commitments, calendar, and travel; manage the organizational structure for the dean's office and supervise support staff; to help organize and track projects in the college; ensure confidentiality and discretion in the handling of sensitive matters; foster a supportive and inclusive team environment in the dean's office to ensure efficiency and professionalism; work closely with the college leadership team (associate and assistant deans, chief of staff, directors and unit executive officers) and other staff.

Duties and Responsibilities

Provide primary administrative support and is responsible for the day-to-day workflow of the dean:

• Oversee the management of the dean's calendar:
  • Exercise independent judgment and initiative in determining priorities and effective utilization of time for meetings and appointments.
  • Supervise support staff responsible for routine management of dean's calendar.
  • Merge the Dean's clinical, academic, and non-academic calendars including research deadlines and commitments at Carle Health.
• Serve as the primary contact for individuals needing to work with the dean.
• Create and update a daily priority workflow checklist for the dean.
• Monitor highly confidential emails and draft responses on behalf of the dean.
• Maintain Dean's workflow, track follow up items and due dates.
• Manage communications and outreach for the dean and the college, including but not limited to WebTools announcements.
• Manage highly confidential documents and information.
• Manage updates of college level policies, procedures and guidelines.
• Manage agendas and summary notes/meetings for executive leadership team, strategic operations leadership team, faculty executive committee meetings, and any college level meetings the dean presides over.
• Manage items submitted to the dean for approval, ensuring timely review.
• Work closely with the dean to track all committee group and membership assignments, and to track scholarly and speaking obligations to which the dean has committed.
• Manage, update, and consolidate the dean's research, external, and clinical calendars - including obtaining HIPPA privacy certification.
• Oversee the planning for any visiting leaders or dignitaries visiting the college and the dean.
• Help create Word, PowerPoint, Adobe, and other documents for the dean as needed for meetings and presentations.

Travel:

• Oversee the planning and create itineraries for all regional, national and international travel for the dean as well as coordinate any travel requirements, registrations, visas, travel insurance, and transportation needs.

Provide high-level staff support to the college:

• Coordinate and oversee civil service staff support for the College leadership committees and for other standing and ad hoc committees that may be appointed by the dean or that the dean serves on.
• Understand the work of the dean and of the college, and as such, is expected to regularly participate in leadership meetings to facilitate subsequent implementation and follow-up of items discussed.
• Coordinate presenters for the Executive Leadership Team and the Senior Operations Leadership Team.

Supervise civil service staff:

• Review workloads and procedures, address questions and concerns.
• Coordinate and oversee support staff's assistance to committees, special meetings, and retreats.
• Oversee support for awards and calls for proposals.
• Implement performance reviews and evaluations, provide consistent coaching and training.
• Consult with college Human Resources for performance management issues, when necessary.
• Approve timesheets and monitor benefit usage.
• Coordinate training and professional development opportunities for supervised staff.

Manage the planning, coordination, and implementation of special projects, events, and programs:

• Oversee and manage all events coordinated through the dean's office including visits from dignitaries, national and international guests, and college programs hosted by the dean

Other:

• Foster a culture of equity and inclusion within the Carle Illinois College of Medicine. Support and engage in equal employment opportunity principles, rules, and regulations.
• Establish and maintain effective working relationships; work cooperatively and collegially with others in a manner consistent with a workplace of dignity and respect.
• Champion positive inter-professional relationships bridging the college's private/public organization and missions.
• Perform other related duties or projects as assigned to further the mission of the college.

Minimum Qualifications

1. High school graduation or equivalent
2. Any one or any combination totaling five (5) years (60 months) from the following categories:
   • 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)
   • 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

Knowledge, Skills and Abilities

• Skill in organization multi-tasking, and time management.
• Skill in professional and effective communication.
• Strong language skills, grammar, and business writing techniques to edit and independently compose correspondence. Accuracy and attention to detail are imperative.
• Ability to adapt, think proactively, and respond to situations quickly.
• Ability to maintain a professional demeanor while dealing with multiple interruptions and unexpected changes.
• Ability to organize, plan, and prioritize both oneself and others.
• Ability to identify potential areas of concern, engage with appropriate personnel to resolve, and ensure adequate follow-up is provided with outstanding issues and activities.
• Extensive knowledge of college, campus, and university policies and procedures.
• Ability to establish working relationships with staff within the college and campus.
• Ability to work independently on day-to-day administrative tasks.
• Ability to be proactive in identifying time-sensitive emails, calls, or other matters that need to be handled by the dean.
• Ability to make sound decisions on behalf of the dean and/or college.
• Extensive knowledge of Word, Excel, PowerPoint, Chrome River, and WebTools, Microsoft To Do.

Appointment Information

This is a 100% full-time Civil Service 0171 - Administrative Assistant position, appointed on a 12-month basis. The expected start date is as soon as possible after 8/25/2025. The budgeted salary range is $75,000 - $95,000. We strive to provide a competitive salary, considering factors such as available market data, internal equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. The final salary offer will be determined through a thorough assessment of these elements. Sponsorship for work authorization is not available for this position.