Administrative Assistant - College of Medicine

Administrative Assistant - College of Medicine

Hiring Department
:
Administration

Location
:
Chicago, IL USA

Requisition : 1038974

FTE
: 1

Work Schedule
:
Monday - Friday, 8:30AM - 5:00PM

Shift
:
Days

# of Positions
: 1

Workplace Type
:
Hybrid

Posting Close Date
:
March 6, 2026

Salary Range (commensurate with experience): $84,181. / 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.

Employee is responsible for overseeing the administrative functions for the College of Medicine Office of the Dean. Administrative Assistants' job duties are characterized by high‑impact activities that affect multiple departments within the College of Medicine.

• Provide comprehensive administrative support to the Dean and designated leaders, including complex calendar management, briefing materials, and follow‑up tracking; draft, proof, and manage confidential correspondence, reports, and presentations for internal and external audiences; maintain organized systems for priorities, deadlines, and recurring college‑wide deliverables, artifacts (agendas, packets, minutes) and track decisions and next steps.
• Support College governance processes (e.g., faculty committees), including scheduling, agendas, materials distribution, minutes, and action‑item tracking.
• Prepare and route executive communications on behalf of the Dean; ensure message consistency and appropriate distribution; coordinate with campus/regional leadership and central offices (HR, Faculty Affairs, Finance, Advancement) to align processes and resolve operational issues.
• Coordinate with key stakeholders on high‑visibility events (faculty recognition, town halls, retreats, VIP visits) including logistics, vendor coordination, run‑of‑show, and post‑event reporting; manage meeting.
• Maintain accurate electronic and physical records for the Dean’s Office (e.g., committees, appointments, policies) and ensure compliance with University retention, confidentiality, and access standards; support audit/readiness activities and implement process improvements to strengthen controls and documentation.
• Process routine transactions (travel, reimbursements, purchasing, invoices) and reconcile expenses in accordance with University and College policies; monitor office resources and vendor services and identify opportunities to streamline workflows.
• Assist with strategic or time‑bound projects for the Dean’s Office (e.g., accreditation readiness, policy updates, search support), providing research, coordination, and status reporting.

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…