"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

Carle Illinois College of Medicine - the world's first LCME accredited engineering-based medical school

Why Work at Carle Illinois College of Medicine?

Mission & Vision | Carle Illinois College of Medicine | Illinois

Highlights of Benefits for University of Illinois Employees

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 https://www.sucss.illinois.gov/pages/classspec/default.aspx.

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 https://jobs.illinois.edu 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 msl19@illinois.edu. For questions regarding the application process, please contact 217-333-2137.