Administrative Aide; Executive Assistant to Regional Dean

Administrative Aide (Executive Assistant to the Regional Dean)

Hiring Department: Dean's Office

Location: Rockford, IL USA

Requisition : 1039783

FTE: 1

Work Schedule: Mon-Fri, 8:30A-5P

Shift: Days

# of Positions: 1

Workplace Type: On-Site

Posting Close Date: 3/9/26

Salary Range (commensurate with experience): $56,706. / Annual Salary

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.

The Executive Assistant to the Regional Dean (Administrative Aide) provides professional assistance for the Regional Dean and various administrative functions of the Dean's Office at the College of Medicine Rockford. The Dean's Office supports the overall mission and vision of the Rockford campus. This position provides high‑impact executive support and is a trusted liaison/authoritative advisor between departments and other constituencies. The position requires discretion, decision‑making, accuracy and ability to utilize multiple systems.

• Provides executive‑level administrative support for the Regional Dean of the College of Medicine, Rockford. This includes maintaining their schedule, making appointments, making travel arrangements, aiding in the creation of reports/documents as requested, supporting assigned committees (Rockford Executive, Heads/Chairs, Rockford Leadership), Emburse reconciliation, and other duties as needed. Assists in onboarding faculty/administrators reporting directly to the regional dean. Ensures appropriate workspace and equipment are available for the selected candidate's start date.
• Provides direct supervision to all administrative staff supporting academic units. This includes but not limited to approving work time and overtime, supervision of daily work product, annual evaluations and any necessary training. Supports and advises administrative staff with search related activities. Oversee the development of interview schedules of candidates for faculty, physicians, and academic unit staff as needed.
• Supports the Rockford Faculty Appointments Promotion and Tenure Committee (FAPT). Schedules meetings, takes minutes, and ensures faculty attendance meets quorum requirements. Assists in assigning, completing and submission of department faculty promotion dossiers. Works closely with faculty members in compiling data necessary for promotion, resolve questions or missing data and monitor progress of promotion to ensure compliance with UICOM policies. Responsible for accuracy and timeliness.
  
  Attends workshops for current procedure in completing the promotion packet.
• Coordinates all Continuing Medical Education (CME) requirements for events hosted by the dean with the CME Office in Chicago. Prepares necessary paperwork for approval of credits awarded, serves as liaison to faculty speakers, monitors attendance for receipt of CME credits and submits all quarterly reports.
• Collaborates with the Office of Faculty Affairs and…