Administrative Aide

Hiring Department

Academic Affairs

Peoria, IL USA

1039895

1

M - F 8 - 4:30

Days

1

On-Site

3/23/2026

$29.08 - $30.85

This position is located on the Peoria campus 170 miles southwest of Chicago. (On-Site Work – Not Remote).

The University of Illinois College of Medicine Peoria (UICOMP) educates 265 medical students and more than 300 physician residents and fellows annually. Additionally, it provides clinical care to more than 31,000 patients annually and conducts basic science, clinical and outcomes research. UICOMP is a regional campus of the University of Illinois College of Medicine, a part of the University of Illinois Chicago and University of Illinois System.

The College of Medicine Peoria is home to the Cancer Research Center, Center for Wellbeing, and is a collaborator in Jump Simulation. Learn more about UICOMP at (Use the "Apply for this Job" box below)..

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.

Initiates, expedites and performs administrative functions for Academic Affairs and the Associate Dean for Academic Affairs at the University of Illinois College of Medicine Peoria while meeting departmental deadlines/responsibilities. Duties performed require knowledge of the Academic Affairs programs, policies and procedures. The position requires knowledge of various computer systems and databases. Position requires high degrees of professionalism, accuracy, accountability and confidentiality.

The position works under administrative direction of the Business Administrative Associate (BAA).

• Provides advanced administrative support to the Associate Dean by proactively managing a complex calendar, including scheduling, prioritizing, and adjusting appointments, meetings, and commitments to ensure efficient use of Associate Dean’s time. Serves as a central point of contact for inquiries requiring the Associate Dean’s attention, ensuring appropriate follow-up, confidentiality, and alignment with Academic Affairs priorities.
• Leads the coordination, planning, and execution of major special events supported by the Academic Affairs department. This includes developing timelines, managing logistics, collaborating with internal and external stakeholders, and overseeing day-of event operations for functions such as convocation, Celebration of Excellence (CoE), LCME accreditation activities, and other Academic Affairs–sponsored events. Ensures all events are executed with high quality, align with institutional standards, and effectively support the department’s strategic objectives.
• Coordinates and facilitates meetings by preparing agendas, gathering and organizing supporting materials, initiating meeting sessions (in-person and virtual), and ensuring all logistical details are in place. Records, drafts, and distributes meeting minutes with a high level of accuracy and timeliness. Prepares clear and professional communications, reports, and briefing materials on behalf of the Associate Dean for campus leadership and internal stakeholders.
• Provides secondary support for Emburse Enterprise functions, including processing departmental purchases, facilitating employee reimbursements, and assisting with account reconciliation. Duties include verifying documentation for accuracy, ensuring compliance with institutional financial policies, troubleshooting system issues, and coordinating with Finance to resolve discrepancies.
• The employee performs other research, reporting and/or related duties as assigned, including assisting with all aspects of responsibilities within Academic Affairs. Performs other related duties as assigned.

• High school graduation or equivalent
• Any one or any combination totaling five (5) years (60 months) from the following categories:
  • 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 (2) years (24 months)
    • 120 semester hours or a Bachelor's degree equals three (3) years (36 months)
    • Master's degree or higher equals four (4) years (48 months)
• progressively more responsible general or specialized office experience which included aspects of supervising staff or a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles

Demonstrated knowledge of and extensive experience with general office practices and procedures preferred.

Skill in operating computer systems, using word processing, database and software packages preferred.

Skill in handling sensitive and confidential information with discretion preferred.

Ability to work well under pressure preferred.

Ability to work…