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This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12408227 Administrative Aide - Carle Illinois College of Medicine

Department of Clinical Sciences

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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 department\'s 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 e ployment opportunity principles, rules, and regulations

  Champion positive inter-professional relationships bridging the college\'s private/public organization and missions

  Perform other 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 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)

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 1/27/2025. The budgeted salary range is \$60,000 - \$70,000. We strive to provide a competitive salary, considering factors such as available market data, internal equity, candidate experience and qualific