Office Manager

at  University of Illinois

OFFICE MANAGER

Hiring Department: Surgery and Surgical Specialties
Location: Rockford, IL USA
Requisition ID: 1027431
Posting Close Date: 9/25/2024

DESCRIPTION:

Position Summary
This position performs a variety of clerical duties to support administrative units within the College of Medicine. Serves as the administrative support for the Department of Health Sciences Education and the Department of Surgery. The Office Manager is the delegated liaison between the department Chairs, department faculty, students, Dean’s Office, and affiliated hospitals in the execution of the duties and responsibilities delegated by the department Chairs. This position reports to the Program Director in the Dean’s Office.

Duties & Responsibilities

• False
• Assist with calendaring, scheduling meetings, meeting minutes, conference registrations, travel arrangements and reimbursements as needed. Provide clerical support for preparation of materials for classes/meetings with students as assigned.
• Provide administrative support for faculty including making room reservations, tracking/collection of vacation/leave reports and ensuring completion of mandatory annual trainings (RNUA, Ethics, HIPAA, Safety, etc.), as well as maintaining department faculty files. Responsible for scheduling and collecting annual evaluations for faculty each academic year.
• Assist in completion of department faculty promotion dossiers. Work closely with faculty members in compiling data necessary for promotion, resolve questions or missing data and monitor progress of promotion to ensure compliance with UICOM policies. Responsible for accuracy and timeliness. Attend workshops for current procedure in completing the promotion packet.
• Assist the Regional Dean’s Office with faculty appointments for the above-mentioned departments. Communicate with new faculty to collect the necessary documentation required for appointment to the University. Maintain accurate files for faculty in the department with contact information, up-to-date CV’s and other documents necessary for appointment.
• Assist the chairs, faculty and students with the preparation of letters of recommendation for residency application. Monitor progress of letters for early match programs and review letters for accuracy before electronic submission to ERAS.
• Responsible for overseeing purchases/expenditures and maintaining an accurate record of expenditures. Reconciles p-card and t-card transactions for Surgery and HSE. Assist in the planning and development of the annual budgetary needs.
• Assist with department search committee functions. Provide support for meetings, setting up phone interviews, support for campus interviews (itineraries, travel arrangements, etc.) and collect evaluations.
• Provide support for faculty research projects, including collection of yearly grant applications, purchasing of items for research PIs and working with the Office of Research to track grant application approvals and money spent on projects.
• Support the department of Surgery Committee on Promotions / Surgery Executive Committee by preparing the agenda, contacting presenters to confirm their readiness, gathering materials, and sending out faculty appointment packets to the committee members for review prior to the meeting. Ensure the department is aware of all changes to policies and protocols. Attend meetings to take minutes and to answer questions relating to faculty appointment packets. Oversee the election of faculty to the Surgery Executive Committee.
• Perform other duties as assigned.

QUALIFICATIONS:

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

• Strong interpersonal and communication skills.
• Excellent organizational skills with an ability to think proactively and prioritize work.
• Ability to make independent informed decisions.

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

• False
• Assist with calendaring, scheduling meetings, meeting minutes, conference registrations, travel arrangements and reimbursements as needed. Provide clerical support for preparation of materials for classes/meetings with students as assigned.
• Provide administrative support for faculty including making room reservations, tracking/collection of vacation/leave reports and ensuring completion of mandatory annual trainings (RNUA, Ethics, HIPAA, Safety, etc.), as well as maintaining department faculty files. Responsible for scheduling and collecting annual evaluations for faculty each academic year.
• Assist in completion of department faculty promotion dossiers. Work closely with faculty members in compiling data necessary for promotion, resolve questions or missing data and monitor progress of promotion to ensure compliance with UICOM policies. Responsible for accuracy and timeliness. Attend workshops for current procedure in completing the promotion packet.
• Assist the Regional Dean’s Office with faculty appointments for the above-mentioned departments. Communicate with new faculty to collect the necessary documentation required for appointment to the University. Maintain accurate files for faculty in the department with contact information, up-to-date CV’s and other documents necessary for appointment.
• Assist the chairs, faculty and students with the preparation of letters of recommendation for residency application. Monitor progress of letters for early match programs and review letters for accuracy before electronic submission to ERAS.
• Responsible for overseeing purchases/expenditures and maintaining an accurate record of expenditures. Reconciles p-card and t-card transactions for Surgery and HSE. Assist in the planning and development of the annual budgetary needs.
• Assist with department search committee functions. Provide support for meetings, setting up phone interviews, support for campus interviews (itineraries, travel arrangements, etc.) and collect evaluations.
• Provide support for faculty research projects, including collection of yearly grant applications, purchasing of items for research PIs and working with the Office of Research to track grant application approvals and money spent on projects.
• Support the department of Surgery Committee on Promotions / Surgery Executive Committee by preparing the agenda, contacting presenters to confirm their readiness, gathering materials, and sending out faculty appointment packets to the committee members for review prior to the meeting. Ensure the department is aware of all changes to policies and protocols. Attend meetings to take minutes and to answer questions relating to faculty appointment packets. Oversee the election of faculty to the Surgery Executive Committee.
• Perform other duties as assigned