Office Manager
University of Illinois Chicago, Peoria, IL, United States
Job Details
Hiring Department : Academic Affairs
Location : Peoria, IL, USA
FTE : 1
Work Schedule : Monday – Friday, 8 a.m. – 4:30 p.m.
# of Positions : 1
Workplace Type : On‑Site
Posting Close Date : 5/7/2026
Position Summary
This position anticipates and provides highly specialized administrative support for Academic Affairs (AA) at the University of Illinois College of Medicine Peoria. It also coordinates academic schedules, materials, meetings, and resource organization, requiring an in‑depth knowledge of Academic Affairs and Student Affairs procedures, policies, and programs, and a broad knowledge of computer systems. The role works under the direction of the Academic Affairs Business Administrative Associate (BAA).
Duties & Responsibilities
Coordinate with the Administrative Aide for the Academic and Student Affairs unit to provide academic administrative support.
Provide direct support for students, faculty, and staff within the unit’s physical space.
Communicate and coordinate essential functions of the unit, including logistics for projects, business meetings, candidates, visitors, and guests; generate itineraries, secure room reservations, order and set up food, and ensure all materials and resources are prepared in advance.
Organize and maintain sensitive and/or technical files and records, including confidential student files in compliance with FERPA training requirements.
Produce schedules, compose correspondence (letters or email), create newsletters for biweekly distribution, draft documents, and use office tools such as Microsoft Office, Adobe, and Google Sheets/Docs.
Attend meetings, generate agendas, minutes, and follow up with participants for action item completion.
Maintain inventory of office and curricular room supplies; proactively place orders and notify appropriate department staff; verify vendor information is up to date.
Facilitate purchase of approved goods or services using university purchasing methods; independently process purchase requisitions, iBuy purchases, P‑Card and T‑Card purchases within a monthly $5,000 limit.
Maintain record of purchases and provide reports to the Business Administrative Associate for budget reconciliation.
Screen and review incoming mail, telephone inquiries, and meeting requests; respond to routine matters independently or refer complex issues to appropriate staff; interpret and explain administrative and programmatic policies to resolve inquiries.
Monitor academic content on the UICOMP website, ensuring accuracy and updating as needed; collaborate with stakeholders to submit content updates.
Work with the Business Administrative Associate to establish office coverage for uninterrupted support.
Organize faculty meetings and correspondence for the Director of Career Advising; coordinate student and faculty meetings, communication, and programming.
Respond to internal and external requests for information and questions about program procedures; serve as a process expert in providing accurate answers or referrals.
Independently coordinate logistical arrangements for projects and special events within the program, including catering, venue, equipment, visitor travel, lodging, invitations, and other event promotion.
Organize and make travel arrangements for the 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.
Benefits
Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid Time Off, and Tuition waivers for employees and dependents.
Equal Opportunity Statement
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.
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Hiring Department : Academic Affairs
Location : Peoria, IL, USA
FTE : 1
Work Schedule : Monday – Friday, 8 a.m. – 4:30 p.m.
# of Positions : 1
Workplace Type : On‑Site
Posting Close Date : 5/7/2026
Position Summary
This position anticipates and provides highly specialized administrative support for Academic Affairs (AA) at the University of Illinois College of Medicine Peoria. It also coordinates academic schedules, materials, meetings, and resource organization, requiring an in‑depth knowledge of Academic Affairs and Student Affairs procedures, policies, and programs, and a broad knowledge of computer systems. The role works under the direction of the Academic Affairs Business Administrative Associate (BAA).
Duties & Responsibilities
Coordinate with the Administrative Aide for the Academic and Student Affairs unit to provide academic administrative support.
Provide direct support for students, faculty, and staff within the unit’s physical space.
Communicate and coordinate essential functions of the unit, including logistics for projects, business meetings, candidates, visitors, and guests; generate itineraries, secure room reservations, order and set up food, and ensure all materials and resources are prepared in advance.
Organize and maintain sensitive and/or technical files and records, including confidential student files in compliance with FERPA training requirements.
Produce schedules, compose correspondence (letters or email), create newsletters for biweekly distribution, draft documents, and use office tools such as Microsoft Office, Adobe, and Google Sheets/Docs.
Attend meetings, generate agendas, minutes, and follow up with participants for action item completion.
Maintain inventory of office and curricular room supplies; proactively place orders and notify appropriate department staff; verify vendor information is up to date.
Facilitate purchase of approved goods or services using university purchasing methods; independently process purchase requisitions, iBuy purchases, P‑Card and T‑Card purchases within a monthly $5,000 limit.
Maintain record of purchases and provide reports to the Business Administrative Associate for budget reconciliation.
Screen and review incoming mail, telephone inquiries, and meeting requests; respond to routine matters independently or refer complex issues to appropriate staff; interpret and explain administrative and programmatic policies to resolve inquiries.
Monitor academic content on the UICOMP website, ensuring accuracy and updating as needed; collaborate with stakeholders to submit content updates.
Work with the Business Administrative Associate to establish office coverage for uninterrupted support.
Organize faculty meetings and correspondence for the Director of Career Advising; coordinate student and faculty meetings, communication, and programming.
Respond to internal and external requests for information and questions about program procedures; serve as a process expert in providing accurate answers or referrals.
Independently coordinate logistical arrangements for projects and special events within the program, including catering, venue, equipment, visitor travel, lodging, invitations, and other event promotion.
Organize and make travel arrangements for the 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.
Benefits
Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid Time Off, and Tuition waivers for employees and dependents.
Equal Opportunity Statement
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.
#J-18808-Ljbffr