Administrative Aide-Carle Illinois College of Medicine – 1026971-6689

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information, please see:
https://illinoisjoblink.illinois.gov/jobs/12251547 Administrative
Aide-Carle Illinois College of Medicine

Department of Clinical Sciences

Job Summary

The Carle Illinois College of Medicine is seeking an Administrative Aide
to provide primary administrative support to the department of clinical
sciences. As part of an administrative team, this position will also
provide support to the four anticipated departments from clinical
sciences in the coordination of administrative programs and strategic
initiatives.

Duties & Responsibilities

– Department Wide Strategic Initiatives

Work closely with department leadership to support the planning,
organization, and implementation of department-level strategic
priorities and initiatives. In partnership with department
leadership, develop, coordinate, and execute plans to ensure the
success of strategic projects and programs on behalf of the
department.

Participate in the planning, design and implementation of
initiatives and the establishment of new units within the college.

Manage the complex workflow for department initiatives, including
scheduling activities based on need and importance and setting
priorities to ensure efficient coordination of activities.

Support emergent strategic projects within the department, as well
as broader college-wide initiatives.

– Administrative

Provide administrative support to the current Department Head,
Associate Department Head(s) and director.

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.

Under the direction of the Department Head, provide support in
developing, implementing, and/or maintaining policy and procedural
changes.

Prepare correspondence that reflects knowledge of subject matter and
appropriately represent 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.

Interpret policies and procedures for the Department(s) and the
college to ensure efficient operation of the Department(s). Work
closely with others to establish, implement, and manage processes
that are in support of the department(s) priorities and initiatives.

As requested, and under the direction of the Department Head or
Director, provide cross-coverage/support to developing departments
from the Clinical Sciences department

Participate in the analysis, design, and implementation of the
office information systems.

In collaboration with MarCom, ensure the departments webpage is
maintained and kept up-to-date.

Supervise and manage the work of office support staff as directed.

– 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
colleges private/public organization and missions

Perform ther related duties or projects as assigned

Minimum Qualifications

1. High school graduation or equivalent

2. Any one or any combination totaling five (5) years (60 months) from
the following categories:

A. college course work in business, finance, accounting or a related
field:

60 semester hours or an Associates degree equals one (1) year (12
months)

90 semester hours equals two (2) years (24 months)

120 semester hours or a Bachelors degree equals three (3) years
(36 months)

Masters degree or higher equals four (4) years (48 months)

B. 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

Appointment Information

This is a 100% full-time Civil Service 0058 – Administrative Aide
position, appointed on a 12-month basis. The expected start date is as
soon as possible after 11/18/2024. The budgeted salary range for the
position is $60,000 to $70,000. We strive to provide a competitive
salary, considering factors such as available market data, internal
equity, candidate experience and qualifications, collective bargaining
agreements, and budget constraints. The final salary offer will be
determined through a thorough assessment of these elements. The final
salary offer wi