Office Administrator

Hiring Department: Pediatrics

Location: Peoria, IL USA

Requisition ID: 1026292

Posting Close Date: 7/17/24

This position is located on the Peoria campus 170 miles southwest of Chicago. (On-Site Work – Not Remote).

The University of Illinois College of Medicine Peoria (UICOMP) educates 265 medical students and more than 300 physician residents and fellows annually. Additionally, it provides clinical care to more than 31,000 patients annually and conducts basic science, clinical and outcomes research. UICOMP is a regional campus of the University of Illinois College of Medicine, a part of the University of Illinois Chicago and University of Illinois System. The College of Medicine Peoria is home to the Cancer Research Center, Center for Wellbeing, and is a collaborator in Jump Simulation. Learn more about UICOMP at http://peoria.medicine.uic.edu.

FY 24 Benefit Booklet: FY 2024 Benefit Choice - State Employees Group Insurance Program (illinois.gov)

NOTE: Each posting requires a separate on-line application. Applications cannot be re-used. Submission of application including complete work and education history is required; all information submitted will be verified. 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 fully completed and all supporting documents have been uploaded before the posting close date. Illinois residency is required within 180 days of employment.

Description:

Position Summary:

The Office Administrator has full accountability for initiating and coordinating the office support functions, both financial and administrative that are necessary for achieving the goals of an expanding department. Must exercise sound independent judgement in decision-making and independently interact with Department Head, faculty and staff to assure adherence to the policies and procedures of the Department, the campus and the University. Acts as a liaison between various UICOMP departments, outside entities and physicians. This position requires an extensive knowledge of programs, procedures and systems, use of discretion, ability to utilize multiple software systems. This position works under administrative direction from the Pediatric Administrative Assistant.

Duties & Responsibilities

• Responsible for assisting with the retention and security of department financial accounts using Microsoft Excel, P-card and T- card software and the University Banner and Eddie Systems in accordance with generally accepted accounting principles. Review, analyze and implement faculty and staff training in the accurate completion of all accounting and reimbursement related forms and procedures. Review and code expenditures on forms and in software programs using the University guidelines for coding. Acts as a resource for discretionary spending, tracks use of the funding and communicates availability of budgeted funds with department faculty and staff. Documents all division spending and appropriately submits receipts into Chrome River Responds independently to inquiries and resolves any discrepancies of departmental invoices and expenses. Process accordingly through Payables. Generate departmental requisition.

• Administrative support for physicians, faculty and nurses in the Division Hospital Medicine, which also includes managing faculty calendars as requested. Maintain an overall awareness of departmental deadlines and commitments. Serves as liaison between the Division head and other UICOMP units and provides support on UICOMP administrative matters. Collaborates with Division head to develop/implement procedures to support the clerical functions performed by the division. Develops recordkeeping systems to maintain confidential faculty documents, including faculty CVs, contact lists and other confidential documents. Tracks and maintains faculty vacation and sick leave information. Coordinates with Departmental administration to properly process vacation and sick leave according to university, campus and departmental guidelines. Answers inquiries and resolves problems for the Divisional faculty and staff.

• Anticipates and coordinates office support needs including performing lower level duties when needed.

• Serves as a resource in the completion of hospital and insurance credentialing along with OSF credentialing and re-credentialing for division faculty as needed. Assists with the completion of promotion packets Composes confidential correspondence, transcribes, keyboards and maintains sensitive/confidential information. Schedules Division meetings, recruitment interviews with Division faculty and professional staff. Prepares necessary materials for meetings and presentations. Creates and distributes the hospital medicine Division calendar and proactively organizes call schedules. Completes research and multi-source reports as needed.

• Coordinates CME, travel, meeting and conference arrangements/coordination for faculty and professional staff.

• Coordinates purchase card, travel card and iBuy purchases to obtain academic material, memberships, subscriptions, books, travel and conference registrations. Receives incoming mail and responds to items regarding P-Cards and discretionary spending. This requires interpretation and explanation of policies and procedures.

• Perform other related duties, represents the department at meetings as requested and partici

Qualifications:

Minimum Qualifications

1. High school diploma or equivalent.
2. Any one of the following from the categories below:
   1. Four (4) years (48 months) of work experience comparable to the third level of this series.
   2. Two (2) years (24 months) of work experience comparable to the fourth level of this series.

Preferred Qualifications

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 https://www.hr.uillinois.edu/cms/one.aspx?portalId=4292&pageId=5705 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 of Illinois conducts background checks on all job candidates upon acceptance of a contingent offer of employment. Background checks will be performed in compliance with the Fair Credit Reporting Act.

As an EOE/AA employer, the University of Illinois encourages applications from individuals regardless of an applicant’s race, color, religion, sex, gender identity, sexual orientation, national origin, and Veteran or disability status.

The university provides accommodations to applicants and employees. Request an Accommodation at https://jobs.uic.edu/request-and-accomodation/