Office Support Associate - Carle Illinois College of Medicine

Office Support Associate - Carle Illinois College of Medicine

Company:
University of Illinois at Urbana-Champaign

Job Location:
Urbana, 61820

Category:
Administrative Assistants

Type:
Full-Time

Office Support Associate
Carle Illinois College of Medicine
University of Illinois Urbana-Champaign

Created in 2015 as a partnership between the University of Illinois Urbana-Champaign and Carle Health, the Carle Illinois College of Medicine is the world's first accredited engineering-based medical school, representing a new concept in the field of healthcare education. Innovation is the cornerstone of our curriculum, with emphasis on human factors, design thinking, medical technologies, and entrepreneurship. We are preparing caring, compassionate, and skilled physician innovators for the practice of modern medicine.

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

Position Summary

The Office Support Associate serves as the first point of contact for visitors and inquiries to the Office of the Dean and provides clerical support to the administrative staff in the office.

Duties and Responsibilities

Administrative:

• Assist with meeting coordination and preparation of meeting materials.
• Assist with coordinating and facilitating events as needed, which includes working directly with venues and caterers, compiling the necessary materials and anticipating equipment needs based on the event.
• Serve as a back-up for other college units as needed.
• Monitor and maintain the paper and electronic filing systems including sensitive files for the Dean's Office, establishing new files as necessary.

Clerical:

• Serve as the primary respondent for general college inquiries for in person, phone, mail, electronic inquiries.
  • Assess and independently resolve or route inquiries with appropriate personnel or offices.
  • Distribute all incoming campus and postal mail to the appropriate staff.
• Manage key allocations for the Medical Sciences Building.
• Maintain and prioritize the scheduling of multiple facilities and resources including the conference rooms, equipment, and parking spaces.
• Assist in the preparation and distribution of correspondence and other materials ensuring standardization, accuracy, efficiency, and confidentiality as appropriate.
• Provide clerical support to the administrative staff in the office as needed.

Clerical:

• Assist with facilitating travel arrangements (i.e. flights, hotels, car rentals), including coordinating itineraries.
• Reconciling travel charges, reimbursements and general purchases for the Dean's Office in Emburse Enterprise.
• Remain knowledgeable on current policies surrounding travel, purchasing and reimbursement policies.
• Monitor and maintain supplies utilizing iBuy and Pcard for specialized orders through online markets. Stay abreast of appropriate university purchasing guidelines.
• Ensure the copy machines and printers are well stocked with paper and toner.

Other

• Provide general clerical support for other college units as needed.
• Perform other related duties or projects as assigned.
• Establish and maintain effective working relationships; work cooperatively and collegially with others in a manner consistent with a workplace of dignity and respect.
• Foster a culture of inclusion within the Carle Illinois College of Medicine; 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.

Minimum Qualifications

1. High school diploma or equivalent.
2. Any one or combination totaling eighteen (18) months from the categories below:
   1. College coursework in any curriculum as measured by the following conversion table or its proportional equivalent:
      • 30 semester hours equals one (1) year (12 months)
      • Associate's Degree (60 semester hours) equals eighteen months (18 months)
   2. Work experience performing office/clerical activities, including the use of computer systems.

Appointment Information

This is a 100% full-time Civil Service 0846 - Office Support Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after the close date. The collective bargaining agreement sets a wage of $39,159.90. 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 Monday April 20,2026. Application materials must include a cover letter, resume (including months and years for each position), and three references. 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.

Requisition ID: 1035574
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu