New

Administrative Aide - Academic Affairs (Student Affairs)

University of Illinois Chicago
life insurance, paid time off, retirement plan
United States, Illinois, Chicago
Mar 20, 2026
Administrative Aide - Academic Affairs (Student Affairs) Administrative Aide - Academic Affairs (Student Affairs) Hiring Department: Academic Affairs Location: Peoria, IL USA Requisition ID: 1040263 FTE: 1 Work Schedule: M - F 8 - 4:30 p.m. Shift: Days # of Positions: 1 Workplace Type: On-Site Posting Close Date: 4/2/2026 Salary Range (commensurate with experience): $29.08 - $30.85 *This position is located on the Peoria campus 170 miles southwest of Chicago. (On-Site Work - Not Remote).* About UICOMP 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 http://peoria.medicine.uic.edu. 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. Position Summary The Student Affairs' Administrative Aide performs a variety of administrative functions and provides supervision to the Office of Student Affairs. The position provides administrative support to the Assistant Dean of Student Affairs, faculty, and Academic Professionals on matters requiring extensive knowledge of the Office of Student Affairs, programs, policies and procedures. The position serves as a trusted advisor to support student interest groups. Duties & Responsibilities Administrator Support: Maintains an overview of Student Affairs' annual cycle, workflows, projects, activities, plans and deadlines. Provides administrative support and prioritizes calendars for the Assistant Dean, Assistant Directors for Academic Advising, Academic Learning Specialist, and Financial Literacy Advisor. Responsible for final copy of administrators' confidential and/or technical communications reports and documents. Composes drafts of departmental communications while managing both the department's web page and on-line calendar. Completes administrators' professional travel arrangements and helps prepare materials for trips. Controls and manages Student Affairs' files containing confidential student information. Creates confidential student directories and tracks relevant student information. Responsible for creating and managing Academic Affair's Standard Operating Procedures (SOP's). Ensures internal procedures are in place and documented for key process. Services as a resource for departments, UIC and various constituencies. Assists, answers questions and provides guidance/solutions based upon policy, procedure and program guidelines for faculty, staff and students. Liaisons with Carle Health regarding the student health contract, managing billing discrepancies and complaints from students. Fiscal Management: Maintains OBFS compliance and stays up to date with related policies and procedures. Authorizes, processes and tracks fiscal expenditures keeping management informed of overall budget picture. Prepares purchase orders and facility requests. Reconciles Banner, P-Card and TEM reports for multiple accounts. Provides monthly expenditure reports for the student Budget Advisory Committee. Provides documentation to assist with annual fiscal planning/budget process. Arranges professional travel for students traveling in UICOM sponsored programs and processes related expenditures. Manages student financial reimbursements. Manages student-parking payments. Prepares confidential student loan deferment documents. Manages scholarship disbursements for each award in conjunction with Financial Aid. Manages contracts with catering services for event food, supplies and services. Student Support: Serves as a resource and welcoming liaison for students and visitors. Assists in the planning of Phase I Students' orientation. Creates and distributes the weekly newsletter to students. Posts and monitors information on Slack channels. Prepares certifications/verifications of education for both UICOMP students and graduates. Coordinates photography services for student ID cards and graduation photos for rising 4th year students. Facilitate photo composites for classes and select student groups. Advise and support the development of Student Interest Groups regarding operations, budget, leadership, activities, policies, and compliance. Provide training to Group advisors. Develops and executes a leadership development program for students. Facilitates registration, event planning and approval, catering, and apparel orders Provides indirect supervision of student workers while in the department. Project Support and Planning: Leads the project planning for major campus events including but not limited to the White Coat Ceremony, the Student Awards Ceremony and Match Day. Collaborates with Academic Affairs to plan and execute Convocation. Minimum Qualifications Preferred Qualifications High school graduation or equivalent Any one or any combination totaling five (5) years (60 months) from the following categories: 2A.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) 2B)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 Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co- workers, and subordinates by telephone, in written form, e-mail, or in person. Computer Skills - Using computers and computer systems (including hardware and software) to set up functions, enter data, or process information. 0 Accounting, Calendar/Scheduling, Database, Enterprise Resource Planning (ERP), Word Processing, Spreadsheet software Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork. Obtaining Information - Observing, receiving, and otherwise obtaining information from all relevant sources. Written Expression - The ability to communicate information and ideas in writing so others will understand. 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://uic.csod.com/ux/ats/careersite/1/home/requisition/19393?c=uic Copyright 2025 Jobelephant.com Inc. All rights reserved. Posted by the FREE value-added recruitment advertising agency jeid-bf5ef1dbcbe8f14787f72800a3816f1f