Administrative Assistant; to Chief Advancement Officer - College of Medicine

Administrative Assistant (to Chief Advancement Officer) – College of Medicine

University of Illinois College of Medicine invites applications for the Administrative Assistant position supporting the Chief Advancement Officer (CAO) of the College of Medicine. This hybrid role offers a broad range of high‑level administrative duties within a dynamic academic and research environment.

Chicago, IL – Hybrid (Combination of remote and on‑site work)

$70,473.00 – $76,264.50 per year (commensurate with experience)

Health, Dental, Vision, Life Insurance, Retirement Plan, Paid Time Off, Tuition waivers for employees and dependents.

Reports to the Chief Advancement Officer in the College of Medicine. Position is Mid‑Senior level, Full‑time.

• Provides high‑level, complex, and confidential office administration and support to the CAO and the College of Medicine Advancement Office.
• Serves as the CAO’s principal administrative contact with internal and external constituencies.
• Manages CAO’s calendar, meetings, appointments and events, proactively addressing conflicts and ensuring timely reminders.
• Coordinates CAO’s travel arrangements, including transportation, hotel accommodation, itineraries and reimbursements, ensuring compliance with University travel policies.
• Facilitates coordination between College, UI Health, and OVCA leadership, and high‑level donors for advancement activities, meetings, events, and alumni/donor relations.
• Schedules and manages logistics for CAO‑led meetings, preparing presentations, handouts, catering, RSVPs, and audio‑visual support, and records minutes when appropriate.
• Prepares highly confidential briefings and reports.
• Manages workflow in a timely and accurate manner.
• Reviews, assesses, routes, answers and monitors follow‑up action steps on correspondence related to CAO and College activities; gathers and analyzes information for administrative reporting.
• Uses and maintains proficiency in multiple technical applications including word processing, CRM database, spreadsheets, graphics and presentation software, electronic calendar, email and other technical/scientific applications.
• Assists CAO with entering prospect activity and contact reports in the alumni and donor database.
• Manages and monitors progress of CAO, unit, and program projects (annual goals/planning, employee performance evaluations, personal communications to donors/prospects, etc.); ensures deadlines are met and tasks are completed.
• Learns, understands and actively follows University, College, OVCA, UIF, and departmental policies and procedures.
• Helps coordinate onboarding for new staff under the CAO’s purview.
• Assumes other duties and special projects as assigned by the CAO and appropriate for an AA classification.

Posting Close Date:
January 17, 2026. If you are a qualified candidate, submit your application through the University of Illinois College of Medicine hiring portal.