Administrative Aide (Executive Assistant to the Regional Dean)

Administrative Aide (Executive Assistant to the Regional Dean)

Hiring Department: Dean's Office

Location: Rockford, IL USA

Requisition ID: 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): $56,706.00 - 63,823.50 / Annual Salary

About the University of Illinois Chicago

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.

Position Summary
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.

Duties & Responsibilities

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 Development on all campuses to ensure the communication and distribution of faculty development programs to the faculty at COMR. Works with the COMR communications team to maintain the content for the COMR Faculty Affairs and Faculty Development website.

Provides support to the various COMR and College wide committees. Directly supports the Committee on Committees. Annually solicits faculty willingness to serve on and develop committee assignment for COM R and college wide committees.

Along with the Assistant Dean of Operations/Director of Compliance, coordinates and ensures that all faculty members complete the University-required annual training modules.

Responsible for all annual faculty awards, including College of Medicine Rockford Distinguished awards and departmental Faculty of the Year awards. Solicits all nominations, prepares ballots, orders awards, notifies winners, plans and executes the various award ceremonies.

Perform other related duties and participate in special projects as assigned.

Minimum Qualifications

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)

Please upload college transcripts and a list of three professional references at the time of submitting your application. If you do not have a copy of your transcripts at the time of the application, please email a copy to rockfordhr@uic.edu by the position close date.

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.

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 budgeted salary range for the position is $56,706 - $63,823.50.. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

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.

Similar jobs