Business / Administrative Associate - Academic Affairs

Academic Affairs Executive Support

This position will have primary responsibility for high impact executive support to the Associate Dean for Academic Affairs, management of administrative / business operations of the Office of Academic Affairs, supervision of staff and fiscal, budget and contract management. Responsibilities require extensive knowledge of Academic Affairs at the Peoria Campus and across the College, a high level of autonomy, independent decision-making, sound judgement, ability to delegate, utmost discretion and attention to detail. The position works under the direction of the Associate Dean of Academic Affairs.

Duties & Responsibilities :

• Manages department fiscal budget activities and reconciles monthly budget reports. Provide detailed budget projections / comprehensive documentation to the Associate Dean for budgetary decisions and participates in the fiscal / budget planning process.
• Maintains necessary records of expenditures.
• Ensures compliance with faculty contracts teaching within the curriculum (appointment).
• Oversees accurate funding and payment for services rendered.
• Coordinates with GME and departments on evaluations and salary planning for multiple shared positions
• Creates and initiates payment of MOUs to faculty involved in the Illinois Medicine Curriculum as directed by Associate Dean of Academic Affairs.
• Manages renewals of contracts or purchases of a variety technology platforms and subscriptions : eValue, UWorld subscriptions, professional memberships, CIS services.
• Reconciles PCard. TCard and Chrome River transactions for multiple accounts.
• Work with staff on correction of rejected transactions. Explains transaction requirements to help clarify and avoid confusion.
• Oversees and tracks funds for student services and needs (endowed funds for the Rager Lab; Research awards) and utilization.
• Identifies and tracks to ensure procurement of fund transfers from healthcare partners (JUMP etc).
• Supports grant submissions with educational programs.
• Coordinates with Director of Research Services to ensure all grant applications and application of funds are appropriate.
• Oversees the annual Research Awards offered through Academic Affairs for students.
• Manages the Office of Academic Affairs to ensure smooth and efficient operation.
• In the absence of the Associate Dean for Academic Affairs, address matters of urgent nature.
• Take responsibility for handling the matter or delegate the matter to appropriate person.
• Responsible for analyzing problems, determining how they relate to Academic Affairs and make decision to resolve or refer them as appropriate.
• Engages in conversations regarding strategic planning of efficiency, structure, function and growth for the Academic and Student Affairs team and its intersection across the college with Peoria Departments.
• Reviews, revises and interprets and serves as an authoritative resource on department policies and operations. Develops and implements operational policies and procedures as needed.
• Serves as a technical and administrative resource person for : the Associate Dean; administrative personnel reporting to Associate Dean; support staff; students; faculty to help ensure functioning within the UME curriculum.
• Resolves gaps and provides directions to departments when resource needs are identified within clerkship function. Advises Associate Dean on organization and staff needs within Academic Affairs.
• Interview, hire, orient, lead, mentor and evaluate staff to meet departmental and organizational needs.
• Manages staff needs by providing or arranging coverage for site committee meetings or student testing during staff absences.
• Approves bi-weekly timesheets for Civil Service staff.
• Manages GoTime approvals for staff and ensures adequate office coverage.
• Oversees 900 hour employee usage including needs within the curriculum (ie standardized participant utilization).

Minimum Qualifications :

To Apply : For fullest 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. Fully 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 fully completed and all supporting documents have been uploaded before the posting close date. Illinois Residency is required within 180 days of employment.

For classes within the professional (01), semi-professional (02), or managerial (03) occupational areas, out-of-state candidates may compete as all other candidates. Once a final employment offer is completed, the out-of-state candidate must establish Illinois residency within 180 calendar days of the start date for the designated position. It is the employer's responsibility to monitor this requirement.

Sponsorship for work authorization is not available for this position.

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. The university provides accommodations to applicants and employees.