New

Office Administrator - Pulmonary, Critical Care, Sleep & Allergy, College of Medicine

University of Illinois Chicago
life insurance, paid time off, retirement plan
United States, Illinois, Chicago
Jul 24, 2026
Office Administrator - Pulmonary, Critical Care, Sleep & Allergy, College of Medicine Office Administrator - Pulmonary, Critical Care, Sleep & Allergy, College of Medicine Hiring Department: DOM Pulmonary, Crl Care, Slp, Allgy Location: Chicago, IL USA Requisition ID: 1041850 FTE: 1 Work Schedule: Shift: Days # of Positions: 1 Workplace Type: On-Site Posting Close Date: July 26, 2026 Salary Range (commensurate with experience): $28.98 - 36.75 / Hourly Wage 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 position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents. Serves as an administrative leader providing advanced operational, fiscal, and programmatic support to the Director of Administrative Operations and the Division of Pulmonary, Critical Care, Sleep & Allergy. Functions with a high degree of autonomy to coordinate and oversee complex administrative processes, including graduate medical education support, fiscal coordination, faculty support, and operational workflow management. Serves as a key liaison among faculty, trainees, staff, and institutional partners. Duties & Responsibilities: Graduate Medical Education & Program Administration Serves as a primary or back-up administrator for fellowship training programs, coordinating complex recruitment, onboarding, and trainee lifecycle processes. Manages application and interview processes, including scheduling systems, faculty coordination, and reporting outcomes. Maintains and ensures accuracy of trainee data in program management systems (e.g., New Innovations), including evaluations, compliance tracking, and accreditation documentation. Coordinates onboarding processes, ensuring completion of licensure, credentialing, certifications, contracts, and institutional requirements. Develops reports, surveys, and program metrics to support leadership decision-making. Provides guidance to program staff and ensures consistency of processes across education programs. Coordinates orientations, examinations, and program events, including graduation activities. Academic Scheduling & Accreditation Support Coordinates and administers trainee rotations, preceptorships, and educational schedules in compliance with accreditation standards. Maintains accurate scheduling records and ensures alignment with institutional and regulatory requirements. Collaborates with affiliated institutions to coordinate external training experiences and affiliations. Identifies and resolves scheduling conflicts and operational gaps. Faculty & Leadership Administrative Support Provides high-level administrative support to Program Directors and division leadership. Coordinates meetings, prepares agendas, records minutes, and tracks follow-up actions. Manages faculty evaluation processes and supports semi-annual trainee reviews. Drafts professional correspondence, reports, and other documents. Coordinates employment verifications and administrative documentation. Assists with communications, including newsletters and program updates. Fiscal & Resource Administration Assists in monitoring, reconciling, and tracking program budgets and expenditures. Prepares financial summaries and reports to ensure compliance with institutional and sponsor guidelines. Processes purchasing transactions and reconciliations (e.g., T-cards, P-cards, Emburse, iBuy). Coordinates travel, procurement, and event-related expenses. Ensures appropriate stewardship and documentation of financial resources. Operational Coordination & Special Projects Participates in division-level operational planning and administrative workflow improvements. Coordinates special projects, process improvements, and compliance initiatives. Serves as a resource for administrative procedures, policies, and systems. Performs other related duties and participate in special projects as assigned. Minimum Qualifications Required: High school diploma or equivalent. Any one of the following from the categories below: Four (4) years (48 months) of work experience comparable to the third level of this series. Two (2) years (24 months) of work experience comparable to the fourth level of this series. Preferred Qualifications: Experience supporting graduate medical education, academic programs, or healthcare operations. Experience with accreditation processes (e.g., ACGME). Experience with university financial and HR systems (e.g., iBuy, Emburse, Smartsheet, New Innovations). Demonstrated experience coordinating complex programs or administrative operations. Knowledge of administrative and operational management principles, including process coordination and workflow improvement. Knowledge of budget tracking, financial reporting, and resource management. Knowledge of personnel processes, training coordination, and compliance requirements. Strong organizational and project management skills with attention to detail. Ability to analyze data and generate reports to support decision-making. Ability to communicate effectively with diverse stakeholders. Ability to interpret and apply policies, procedures, and regulations. Proficiency with office technologies and data systems. Ability to work independently, prioritize competing demands, and exercise sound judgment. 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. 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, and employment eligibility review through E-Verify. The university provides accommodations to applicants and employees. Request an Accommodation Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person. To apply, visit https://apptrkr.com/9718969"">https://uic.csod.com/ux/ats/careersite/1/home/requisition/20266?c=uic Copyright 2025 Jobelephant.com Inc. All rights reserved. Posted by the FREE value-added recruitment advertising agency je-c9ea0ba9d7c74b0ab25c417724a91c88