New

Office Manager

University of Illinois Chicago
life insurance, paid time off, retirement plan
United States, Illinois, Chicago
Apr 23, 2026
Office Manager Office Manager Hiring Department: Academic Affairs Location: Peoria, IL USA Requisition ID: 1040917 FTE: 1 Work Schedule: M - F, 8 a.m. - 4:30 p.m. Shift: Days # of Positions: 1 Workplace Type: On-Site Posting Close Date: 5/7/2026 Salary Range (commensurate with experience): $23.32 - $24.76 *Please note that this position is not remote and is onsite in Peoria, IL.* About UICOMP The University of Illinois College of Medicine Peoria (UICOMP) educates 244 medical students and nearly 300 physician residents annually. It is one of four campuses that make up the nation's largest public medical school. The Peoria campus is known among students for its small class sizes, rigorous curriculum and hands-on clerkships; to residents and fellows for the strong academic setting, large referral base and exceptional facilities; and by physicians seeking the ideal combination of teaching and practicing medicine in a research-based university setting. This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents. Position Summary This position anticipates and provides highly specialized administrative support for Academic Affairs (AA) at the University of Illinois College of Medicine Peoria. This position also provides coordination of academic schedules, materials, meetings and resource organization. It requires an in-depth knowledge Academic Affairs and Student Affairs procedures, policies and programs, and a broad knowledge of computer systems. Works under the direction of the Academic Affairs Business Administrative Associate (BAA). Duties & Responsibilities Academic Administrative Support: Academic Affairs Serves as a coordinator in collaboration with the Administrative Aide for theAcademic and Student Affairs unit. Provides direct support for students, faculty and staff in the physical space for the unit. Communicates and coordinates essential functions of the unit. Independently coordinates logistical needs for projects, business meetings, candidates, visitors and guests including generating itineraries, securing room reservations, order and set up food, and ensuring all necessary materials and resources are prepared in advance. Responsible for organizing and maintaining sensitive and/or technical files and records, including confidential student files in compliance with FERPA training requirements. Produces schedules, composes correspondence (letters or email), creates newsletter for biweekly distribution, drafts, and documents using variety of office tools (Microsoft Office, Adobe, and Google Sheets/Docs). Information may be technical, time sensitive and or confidential. Attends meetings generates agendas, minutes and follows up with meeting attendees for action item completion, as requested. Maintains inventory of office and curricular room supplies, proactively places orders and/or notifies appropriate department staff. Verifies vendor information is up to date and current. Facilitates purchase of approved goods or services using preferred university methods in accordance with purchasing policies and procedures. Independently processes purchase requisitions, iBuy purchases, P-Card purchases, T-Card purchases within a monthly $5,000.00 limit. Maintains record of purchases and provides reports to the office Business Administrative Associate for final budget reconciliation. Screens and reviews incoming mail, telephone inquiries, and meeting requests, responding independently to routine matters or referring complex issues to appropriate staff. Interprets and explains administrative and programmatic policies and procedures to resolve inquiries and facilitate problem resolution. Monitors academic content on the UICOMP website ensuring content is accurate and up to date. Works collaboratively to suggest and submit updates as needed. Works with Business Administrative Associate to establish office coverage to ensure uninterrupted support for faculty, students, and visitors. Maintains inventory of office and curricular room supplies, proactively places orders and/or notifies appropriate department staff. Verifies vendor information is up to date and current. Facilitates purchase of approved goods or services using preferred university methods in accordance with purchasing policies and procedures. Independently processes purchase requisitions, iBuy purchases, P-Card purchases, T-Card purchases within a monthly $5,000.00 limit. Maintains record of purchases and provides reports to the office Business Administrative Associate for final budget reconciliation. Screens and reviews incoming mail, telephone inquiries, and meeting requests, responding independently to routine matters or referring complex issues to appropriate staff. Interprets and explains administrative and programmatic policies and procedures to resolve inquiries and facilitate problem resolution. Monitors academic content on the UICOMP website ensuring content is accurate and up to date. Works collaboratively to suggest and submit updates as needed. Works with Business Administrative Associate to establish office coverage to ensure uninterrupted support for faculty, students, and visitors. Organizes faculty meetings and correspondence for Director of Career Advising and program. Coordinates students and faculty meetings, communication and programming. Responds to internal and external requests for information and questions about the program and procedures. Serves as a process expert in providing accurate answers or referrals. Independently coordinates logistical arrangements for projects and special events occurring within the program. May include catering, venue, equipment, visitor travel arrangements, lodging reservations, invitations or other promotion of event. Organizes and makes travel arrangements for Director of Advising. Minimum Qualifications High school diploma or equivalent. Two (2) years (24 months) of work experience comparable to the third level of this series. Preferred Qualifications Experience with Microsoft Office, Google suite and Adobe preferred. To Apply: For fullest consideration click on the Apply Now button, please fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the application. Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date. Illinois Residency is required within 180 days of employment. Sponsorship for work authorization is not available for this position. 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, and employment eligibility review through E-Verify. The university provides accommodations to applicants and employees. Request an Accommodation Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person. To apply, visit https://uic.csod.com/ux/ats/careersite/1/home/requisition/19659?c=uic Copyright 2025 Jobelephant.com Inc. All rights reserved. Posted by the FREE value-added recruitment advertising agency jeid-a818676e931e83469ce519a403008d70