Administrative Aide - College of Medicine, Pediatric Endocrinology

Hiring Department: College of Medicine, Pediatric Endocrinology

Location: Chicago, IL USA

Requisition ID: 1018829

Posting Close Date: 05/17/2023

About the University of Illinois Chicago

UIC is among the nation’s preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent “Best Colleges” rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has nearly 260,000 alumni and is one of the largest employers in the city of Chicago.

This is a full-time and benefits eligible position. UIC offers competitive salaries commensurate with experience. All full-time benefits eligible positions include a comprehensive benefits package which includes Health, Dental, Vision, Life, Disability & AD&D insurance, a defined benefit pension plan as well as paid leave which includes Vacation, Holiday and Sick. In addition, we offer tuition waivers for employees and dependents. Click for a complete list of Employee Benefits

Position Summary:

This position provides administrative support to multiple clinical sections within the Department of Pediatrics. Under the direction of the section's chiefs and the director of administrative operations, this position maintains an overview of the sections' responsibilities, deadlines, and administrative procedure.

Duties & Responsibilities:

• Manage clinic schedule for all providers within assigned sections. Manage section faculty/staff GO-TIME requests and approval process.

• Schedule and register patients; check-in/check-out patients. Request referrals and clinical records from referring physicians; upload documentation in EPIC. Confirm appointments.

• Greet and assist visitors; Answer phone calls, take messages, and deal with queries on the phone and by email. Organize and store information in traditional paper and/or electronic filing systems; Create and maintain filing systems, both electronic and physical ; Manage mail/fax communications, review incoming documents, route correspondences, and arrange post and deliveries; Collate and distribute mail.

• Coordinate section visitors and section level recruitment/onboarding activities for new employees. Coordinate meetings, interviews, itineraries, tours, equipment, find-a-doc profile, pagers, lab coats, and related items as needed.

• Assist with budgets and expenditure reports, P-cards, TEM/Chrome River transaction processing and recordkeeping.

• Prepare and distribute communications, such as memos, emails, reports, news, and other correspondence. Write, edit, and proofread documents, such letters, memos, reports and manuscripts, Coordinate video conferences.

• Order supplies and manage inventory; Manage and maintain office equipment.

• Assist in planning special projects, programs, grand rounds, conferences, travel, events, etc. Arrange travel plans, itineraries and agendas and compile documents for meetings.

• Perform other related duties and participate in special projects as assigned.

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

To Apply: For consideration click on the Apply Now button, please fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Complete the education, licensure, certification and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts, and diplomas within the application.

Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application, you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is completed and all supporting documents have been uploaded before the posting close date.

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.

The university provides accommodations to applicants and employees. Request an Accommodation