Administrative Assistant - UICOMP Pediatrics

Link to position posting

Hiring Department: Pediatrics

Location:??Peoria, IL

Posting Close Date: 11/14/2023

On-Site Work - Not Remote

Description:

The Administrative Assistant serves as an integral member within the Pediatrics Department.? The position assumes full responsibility for the management of the departments chair’s calendars, meeting preparation, division head recruitment, University compliance training, and supervision of multiple support staff. Oversight and an in-depth knowledge of administrative functions and deadlines throughout the department is required to ensure coverage during critical times. In order to carry out the policies of the University of Illinois and, where applicable, OSF Saint Francis Medical Center/Children's Hospital of Illinois, the Administrative Assistant must maintain an encompassing overview of departmental functions/responsibilities, possess the ability to effectively manage high impact activities, make decisions and exercise discretion in the handling of highly sensitive and confidential communications and documents. Provides direct and indirect executive support to the Department Head. Manages the Head’s calendar and ensures scheduling of complex meetings/events within the Department of Pediatrics, as well as University wide. Manages department’s highly sensitive documents and ensures the confidentiality of highly protected information, including maintaining faculty records, files and salary data. Manages administrative operations; maintains a comprehensive awareness of departmental functions, responsibilities, projects and deadlines. Provides both direct and indirect supervision to support staff, including job descriptions, hiring, orientation, mentoring, and evaluation of work product and performance. Responsible for employee time approval. Identifies and implements staff training to meet departmental and organizational needs and goals. Can oversee, understand and perform most other positions within the Administrative Office and provide direction and supervision to assure coverage during absences or critical times. Responsible for drafting multi source responses and preparing final copy correspondence for departmental faculty, including employment verification letters, letters of recommendation, reports, etc. Performs interpretation and/or research in the preparation of documents. Investigates and confirms source documents. Serves as authoritative resource on policies and procedures. Reviews, investigates, develops and recommends new policies and procedures ensuring their implementation under Head’s approval and/or changes in existing policies. Arranges or assigns complex travel itineraries, accommodations, meals and interview itineraries. Performs as a representative for divisions and/or administrators as requested, which encompasses sitting on various committees. Acts as a liaison providing authoritative guidance, feedback, and critical information between various UICOMP departments, outside entities, physicians, and staff. Coordinates special communication and events, such as the formation of a Departmental monthly newsletter, which is distributed to UICOMP faculty and staff, Regional Dean’s office, CHOI and OSF leadership, Unity Point leadership, Internal Medicine and Family Medicine leadership. Functions as a technical and administrative resource. Manages the solicitation of reference letters from outside sources, peer interviews, and evaluation letters from faculty, collaborators, residents and students; ensures confidentiality of process and compliance with department and University policies. Serves as a back up to the promotion and tenure finalization process with department head. Responsible for itemized expenditures records and tracking of discretionary fund allocations and usages. Assists with ongoing monitoring of the discretionary funding, recording of expenditures, and maintenance of financial records/documentation. Manages an extensive list of awards, publications, and other faculty achievements for the annual review and performance matrix. Performs other related duties and participates in special projects as assigned.

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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 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

*As required by the position to be filled, education, training and/or work experience in an area of specialization inherent to the position may be required to meet credential requirement #2 above.

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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.

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