Administrative Aide - Center 4 Health Research

Hiring Department: Center 4 Health Research

Location:??Peoria, IL

Posting Close Date:?August 17, 2023

The University of Illinois College of Medicine Peoria (UICOMP) educates 265 medical students and more than 300 physician residents and fellows annually. Additionally, it provides clinical care to more than 31,000 patients annually and conducts basic science, clinical and outcomes research. UICOMP is a regional campus of the University of Illinois College of Medicine, a part of the University of Illinois Chicago and University of Illinois System. The College of Medicine Peoria is home to the Cancer Research Center, Center for Wellbeing, and is a collaborator in Jump Simulation. Learn more about UICOMP at https://peoria.medicine.uic.edu.

Description:

This position initiates, expedites and oversees essential administrative tasks, provides administrative support and supervises departmental work functions of the Center 4 Health. The Administrative Aide position requires knowledge of financial operations, research activities, confidentiality, judgement, accuracy, an ability to operate various computer systems and extensive knowledge of university procedures, programs and policies. It functions under the administrative direction of the Director of the Center for Health Research.

Duties & Responsibilities

Provides administrative support to the Director of the Center for Health Research. Maintains a departmental level oversight of objectives, deadlines, responsibilities and projects. Provides administrative supervision that important activities are prioritized, scheduled, initiated, and completed in a timely fashion in accordance with department and University policy. Monitors and ensures the compliance of activities of the Center for Health Research. Provides administrative orientation to new staff and faculty in the department. Responsible for coordination of physical environment, equipment, supplies and system access as warranted. Manages Director of Center for Health Research’s calendar/appointments/meetings, equips leader with necessary documents and notifies participants. Plans logistics for complex meetings and programs. Provides all relevant committees with administrative support and scheduling. Manages all confidential departmental documentation and files. Completes complex travel arrangements for the Director while verifying and submitting charges. Serves as a liaison between Center for Health Research, faculty, Office of Vice Chancellor of Research and external units answering inquiries, assisting with issues, providing advice and explanations/interpretation of policy and procedures. Composes final copy correspondence for department leadership, prepares technical and/or confidential reports and carries out special assignments or projects as requested by members of Research Services leadership. Oversees the Center for Health Research activity report and research database. Works in conjunction with Communication & Information Services (CIS) to develop and maintain the department webpages.

Assists with the development, planning, preparation, and on-going operational management of department budget. Develops and determines account and budget codes for all expenditures. Conducts budget transfers as necessary. Maintains all fiscal records. Prepares, processes and monitors for the completion of invoice vouchers, purchase requisitions, and other financial forms as requested. Manages vendor contracts, P-Card and T-card transactions.

Provides information, research and interpretation of policy while assisting the Director of Center for Health Research. Anticipates potential issues, evaluates departmental policies and procedures and recommends and implements operational process changes and solutions. Responsible for documentation and implementation of standard operating procedures.

Perform other related duties, research, reporting and participate in special projects as assigned. Represents area at administrative meetings.

Minimum Qualifications

• High school graduation or equivalent
• 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 general or specialized office experience which included aspects of supervising staff or a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles

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, COVID-19 vaccination requirement, and employment eligibility review through E-Verify.

The university provides accommodations to applicants and employees.?Request an Accommodation