Job Summary:

The University of Illinois Cancer Center is seeking an Administrative Assistant. This position requires a high level of confidentiality, discretion, and independent judgment. This position supports multiple Associate Directors in all aspects of the role, through communications, project management, and managing priorities, including oversight of scheduling and travel arrangements. This position requires the knowledge and understanding of the University, UI Health, Miles Square Health Center (MSHC), and departmental/college policies and procedures.

Key Responsibilities/Duties:

• Oversees management of the Associate Directors’ schedules, managing calendars and organizing large volumes of meetings, appointments, travel arrangements, conferences and other related activities. Provides administrative support for all Associate Director-led meetings, such as participant invitation and notification; gathers/prepares agendas, presentations, supporting documents, and taking/distributing minutes. Communicates directly, internally and externally at all levels of the organization; preparing highly confidential briefings, reports and non-routine information. Prepares correspondence by composing and editing a variety of documents for the Associate Directors’ review and approval for dissemination.
• Provides a wide range of high-level, complex and confidential office administration and support to the Associate Directors. Screen phone calls, emails, and other correspondence. Serves as the principal administrative contact with UICC employees, university offices, UI Health, department/college staff, and external constituents. Provides administrative support and communication with multiple institutions/departments on various projects. Serve as delegate for the Associate Directors on various internal and external committees and meetings.
• Keeps up to date records for Associate Directors, which includes updated CV, biosketch, and other paperwork for speaking engagements. Reviews, assesses, routes, responds and follow-ups on action items as related to the activities of the Associate Directors, such as regularly occurring requests for information, disseminating general correspondence, memos, letters, meeting minutes, charts, tables, graphs, etc. Responsible for accuracy and clarity of final copy.
• Responsible for financial transactions including Travel and Procurement credit card (T/P-cards) reconciliations/approvals, and the development and management of purchase orders and payments through various university systems including TEM, iBuy and BANNER. Responsible for registration and reimbursement for conferences. Manages and/or collaborate coordination of high level administrative and faculty search itineraries, related correspondences and travel arrangements.
• Oversees the planning and implementation of special projects and events (i.e. philanthropic events, community events, lectures, seminars and special programs).
• Participates in special projects and other duties as assigned.

Minimum Acceptable 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 professional, managerial and supervisory experience that included experience in areas such as supervising staff or a job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles.

*As required by the position to be filled, education, training and/or work experience in an area of specialization inherent to the position may be required to meet credential requirement #2 above.

To Apply: For fullest consideration, please fully complete an online application by clicking the Apply for Position button below.

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. Fully complete the education, licensure, certification and language sections.

You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the document section of your online application.

All civil service positions require an exam.  The exam for this position is a Credentials Assessment.  You will not be required to report in person for this exam.

Credential Assessment Exam Scoring Information:

You will not be required to report in person for this exam. The updated online application and all uploaded, relevant documents, such as a resume, college transcript, certifications and licensures will be used in the calculation of the exam score. These documents should be uploaded prior to the position close date.

When completing your online application, please be sure to provide detailed information about your job knowledge and specific duties and responsibilities, as your qualifications for any Civil Service position will be primarily determined based on what is contained in the application. Dates of employment and if employed on a full or part time basis (including number of hours per week) must be indicated for each position held. Additional consideration will be given to supporting documentation i.e. resume, transcripts, licenses, and certifications so please be sure to attach all applicable documents.

For additional information regarding this position please contact jazmin@uic.edu.

If an application is not fully completed and submitted by the close date, the applicant/employee will not be considered for this position.

For fullest consideration, the above mentioned requirements must be submitted no later than 1/31/2022.

We appreciate your interest in employment at the University of Illinois at Chicago.

The University of Illinois is an Affirmative Action/Equal Opportunity Employer.

This position requires Illinois residency within 180 days of the hire date.

University of Illinois faculty, staff and students are required to be fully vaccinated against COVID-19. If you are not able to receive the vaccine for medical or religious reasons, you may seek approval for an exemption in accordance with applicable University processes.

For classifications that require a degree as part of the minimum qualifications, a degree verification will be required before any offers of employment are extended.