Office Support Specialist - Carle Illinois College of Medicine

Carle IL COM Administration

Job Summary

Under administrative direction, support the operational and administrative functions for the Associate Dean for Finance and Administration and human resources unit in the Carle Illinois College of Medicine. This position handles sensitive and confidential personnel information on a day-to-day basis.

Duties & Responsibilities

• Support the Associate Dean for Finance and Administration
  
  • Manage the complex workflow for the Associate Dean for Finance and Administration, including scheduling activities based on need and importance and setting priorities to ensure efficient coordination of activities. Keep abreast of all the issues before the Associate Dean so that all matters are handled appropriately.
  • Review and prioritize appointment requests on behalf of the Associate Dean. Coordinate meetings which include invitations to attendees, distribution of meeting materials, and securing meeting space when appropriate.
  • Independently collect, prepare, and provide material necessary for various annual reports and ad hoc reporting requirements.
  • Coordinate any procurement, travel, conference registration, and/or process reimbursements as needed for the Associate Dean and other administrative staff as necessary.
  • Support the Associate Dean and their staff in developing, implementing, and/or maintaining policy and procedural changes in areas under the direction of the Associate Dean.
  • Assist in the management of the reports of non-university activities for the college and provide policy and procedure guidance regarding conflict of interest/commitment issues. Serve as a liaison between Associate Dean with Executive Officers, Faculty, and Staff at the college and the campus. Interpret policies and procedures for the college and the University to ensure efficient operation of the college.
  • Establish and maintain confidential records and files.
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  Provide overall support for academic and civil services searches.
  
  • Initiate and manage workflows within the applicable hiring systems through to hire completion.
  • Provide administrative support for search related compliance activities including unconscious bias training, visual compliance checks, employment of relatives, background checks, misconduct checks.
  • Post job announcements, compile posted announcements for saving and uploading into the applicant tracking system.
  • Monitor submitted applicant material; redact, save and upload frequently for access by search committee members.
  • Organize and communicate with hiring officials, search committee members, and candidates.
  • Coordinate/schedule meetings, interview schedules, itineraries, presentations; prepare materials/documents, organize travel, assist with communications.
  • Manage communications with Marcom regarding new hires; ensure all new hires receive a college welcome gift.
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  Other
  
  • Perform other duties as assigned.
  • Establish and maintain effective working relationships; work cooperatively and collegially with others in a manner consistent with a workplace of dignity and respect; support and engage in equal employment opportunity principles, rules, and regulations.
  • Foster a culture of diversity and inclusion within the Carle Illinois College of Medicine.
  • Champion positive inter-professional relationship bridging the college’s private/public organization and missions

Minimum Qualifications

1. High school diploma or equivalent.

2. Any one or combination totaling two (2) years (24 months) from the categories below:

o College coursework in any curriculum, as measured by the following conversion table or its proportional equivalent:

o 30 semester hours equals one (1) year (12 months)

o Associate degree (60 semester hours) equals eighteen months (18 months)

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

o Bachelor’s Degree (120 semester hours) equals three (3) years (36 months)

3. Work experience performing office/clerical activities, including the use of computer systems.

4. One (1) year (12 months) of work experience comparable to the second level of this series.

Knowledge, Skills and Abilities

• Exceptional customer service skills.
• Excellent communication (written and verbal) and interpersonal and organizational skills.
• Ability to cultivate relationships with departmental, college, and university offices.
• Ability to work effectively as a member of the team.

Appointment Information

This is a 100% full-time Civil Service 3243 - Office Support Specialist position, appointed on a 12-month basis. The expected start date is as soon as possible after 5/26/2023. Salary is commensurate with experience.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (CST) on May 26 2023. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Charisse Coleman, cjones1@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

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.

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.

Requisition ID: 1017406
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu