administrative assistant

administrative & marketing coordinator (part-time, in-person) Jobs in Chicago

administrative assistant - college of medicine Jobs in Chicago

administrative assistant 1 Jobs in Chicago

administrative assistant 1

administrative assistant 3 Jobs in Chicago

administrative assistant 3

administrative support specialist

American Osteopathic Association

<div>This is a hybrid position requiring in-office presence on Tuesday and Wednesday of each week. The AOA office is located in the Streeterville/Mag Mile area of downtown Chicago, IL.
Job Summary
The Administrative Specialist, Communications Marketing and Board Governance Support provides high-level support to the Vice President, Communications and Marketing, serving as a trusted partner in advancing the department&rsquo;s strategic goals. This role manages executive operations, strengthens Board and stakeholder engagement, and ensures effective coordination across the Communications and Marketing team and with external partners.
The successful candidate is a proactive, tech-savvy professional who thrives in a fast-paced environment, anticipates needs before they arise, and brings precision, discretion and innovation to the Communications and Marketing Department.
Essential Functions
Executive Operations
<ul><li>Manage the Vice President&rsquo;s calendar, communications, and priorities to align with the department&rsquo;s strategic goals.</li>
<li>Liaise with Board members, external organizations, partners and stakeholders on behalf of the Vice President.</li>
<li>Coordinate travel, meeting logistics and expense reporting.</li>
</ul>
Board &amp; Governance Support
<ul><li>Plan and organize Communications and Marketing meetings with the Board of Directors and team meetings, including agenda preparation, minutes, reports and follow-up on action items.</li>
<li>Maintain corporate documents, official records and filings in compliance with AOA policies and nonprofit governance requirements.</li>
<li>Liaise with Board and committee members, ensuring timely communication and a professional experience.</li>
</ul>
Operations &amp; Organization
<ul><li>Coordinate internal staff meetings, retreats, and team-building sessions, ensuring clear agendas, timely documentation, and actionable follow-up.</li>
<li>Manage finance workflows including invoice processing, vendor coordination, contract management with Finance/Legal, and expense reconciliation.</li>
<li>Oversee department mail, office logistics, supply ordering, and document management to keep daily operations running smoothly.</li>
<li>Maintain organized digital and physical filing systems, ensuring compliance with document retention policies and easy access to information.</li>
<li>Coordinate Communications and Marketing team logistics, shipments, and onsite support for major AOA events, including OMED and the House of Delegates.</li>
<li>Serve as the point person for operational problem-solving, helping the team stay efficient and focused.</li>
</ul>
Analytics &amp; Reporting
<ul><li>Collect, track, and synthesize key organizational data including Google Analytics, KPIs and departmental performance measures.</li>
<li>Prepare concise dashboards and reports to support Vice President decision-making.</li>
</ul>
Additional Responsibilities
<ul><li>Partner with the Vice President on special projects, including emerging initiatives that strengthen Communication and Marketing innovation culture and advance the department&rsquo;s strategic priorities.</li>
<li>Other duties as assigned.</li>
</ul>
Minimum Qualifications
Education: Bachelor&rsquo;s degree preferred
Certification: PMP or other certifications a plus.
Experience: 5-7 years in an executive assistant, administrative, or project management role; previous work Board of Directors/decision making body.
Technical Skills:
<ul><li>Advanced proficiency in Microsoft Office 365 Suite (Excel, Word, Outlook, PowerPoint, Teams, SharePoint/OneDrive) and strong skills with project management tools (e.g., Asana, Monday.com, Jira).</li>
</ul><ul><li>Working knowledge of Salesforce/Fonteva, Google Workspace, scheduling and document-signing platforms, survey tools, financial/expense systems, online travel booking, analytics platforms (including Google Analytics), generative AI tools, virtual meeting software (Zoom), and basic website/CMS editing (e.g., WordPress, Squarespace).</li>
</ul>
Additional Skills:
<ul><li>Strong organizational and time management skills with the ability to manage competing priorities.</li>
<li>Exceptional written and verbal communication skills, particularly in support of Board governance and executive reporting.</li>
<li>Proven discretion and ability to handle confidential and sensitive information.</li>
<li>Detail-oriented with a solution-focused mindset and capacity to stay a step ahead.</li>
</ul>
Working Environment &amp; Requirements
<ul><li>Hybrid position: 2 in-office days weekly in Chicago, IL.</li>
<li>Ability to lift/move up to 25 lbs. and manage event logistics as needed.</li>
<li>Extended hours may be required during major meetings or deadlines.</li>
</ul>
This is a non-exempt position.
Salary: $28.85/hr - $31.25/hr
The AOA offers the following benefits:
Medical, Dental , Vision, FSA/HSA
Life and AD&amp;D
Long and Short-term Disability
Commuter Benefits
401(k) with match
We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.
American Osteopathic Association is unable to sponsor work visas at this time.</div>

Communications and Marketing Administrative, Governance Support Specialist

Careers In Travel | Destination Planners

<div>
 
 Job Overview
 
 
 
 Destination Knot is seeking a detail-oriented
 
 Remote Reservation Support Specialist
 
 to assist with client reservation requests and provide administrative support related to booking and scheduling services. This is a remote support role focused on customer service, coordination, and accurate data handling within a reservations environment.
 
 
 This position is ideal for individuals who are organized, professional, and comfortable working independently in a remote setting.
 
 
 
 Key Responsibilities
 
 
 
 Assist with reservation and scheduling requests submitted by clients
 
 
 Support booking coordination across various service categories, including accommodations and related services
 
 
 Maintain accurate client records and reservation details in internal systems
 
 
 Communicate professionally with clients via email, phone, or messaging platforms
 
 
 Provide general customer service support and follow established processes
 
 
 Review confirmations and documentation for accuracy and completeness
 
 
 Collaborate with internal teams to ensure a smooth client experience
 
 
 
 Qualifications
 
 
 
 Strong written and verbal communication skills
 
 
 Excellent attention to detail and organizational abilities
 
 
 Comfortable using online systems, email, and basic digital tools
 
 
 Ability to manage multiple tasks while meeting deadlines
 
 
 
 Customer Service Or Administrative Support Experience Preferred
 
 
 
 Reliable internet access and ability to work remotely
 
 
 
 Work Environment
 
 
 
 Fully remote position
 
 
 Flexible scheduling options may be available
 
 
 Supportive, structured team environment
 
 
 We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.
</div>

Remote Reservation Support Specialist

Cushman & Wakefield

<div>Job Title
Senior Executive Administrator / Operations Specialist
Job Description Summary
The Executive Assistant provides organized and dependable administrative support to leaders within the Sales and Operations organization. The role helps manage daily scheduling needs, coordinates key meetings and events, and ensures timely follow-up on tasks that support the team&rsquo;s regional, market, client, and revenue-related priorities. The individual balances multiple requests, maintains a high level of accuracy, and supports consistent communication across the broader sales organization.
Job Description
Key Company Ethos - DRIVE<ul><li>
Drive</li><li>
Resilient</li><li>
Inclusive</li><li>
Visionary</li><li>
Entrepreneurial</li></ul>
Key Responsibilities:
Executive Support<ul><li>
Manage and prioritize calendars for sales leaders with frequent in-person and virtual internal and external meeting requests.</li><li>
Support coordination for standing sales meetings, pipeline reviews, and regional leadership touchpoints.</li><li>
Draft and prepare routine communications, follow-up notes, and scheduling confirmations.</li><li>
Assist with domestic travel planning tied to client visits, market visits, and leadership offsites.</li><li>
Process leader&rsquo;s expense reports with accurate financial coding in a timely manner.</li><li>
Maintain confidentiality and handle sensitive information appropriately.</li><li>
Backup other Executive Admins and Brokerage Support as necessary.</li></ul>
Business Operations<ul><li>
Support preparation of simple slide materials for leadership updates, market snapshots, and internal communications.</li><li>
Maintain the operating rhythm for weekly, monthly, and quarterly routines (pipeline calls, market reviews, budgeting &amp; forecast cycles, regional leadership meetings).</li><li>
Partner with Sales Ops, and Finance on routine administrative tasks or data requests.</li><li>
Oversee real estate license registration and renewal processes with IDPRF.</li><li>
Facilitate review and execution of all legal documents related to real estate transactions on behalf of Broker of Record including Commission Agreements, Listing Agreements and Lien Waivers.</li><li>
Manage organization of shared sales documents, trackers, and resource folders.</li></ul>
Project &amp; Relationship Management<ul><li>
Serve as a point of contact for internal colleagues, brokers, office leaders, and external partners.</li><li>
Support coordination of client-related meetings, including prep materials and scheduling.</li><li>
Help maintain consistent communication flows between the sales leadership team and local markets.</li><li>
Build positive working relationships across the Midwest regional network and corporate function partners.</li></ul>
Office &amp; Administrative Oversight<ul><li>
Manage expense requests, charitable donations and related Compliance approvals, Requests for Approval (RFA), invoices, and reimbursements.</li><li>
Support vendor coordination tied to sales meetings, events, or training activities.</li><li>
Oversee room bookings, event logistics, and meeting arrangements.</li><li>
Maintain general administrative organization, including document management and file tracking.</li></ul>
Qualifications<ul><li>
3&ndash;5+ years of administrative support experience in alarge corporate or global organization
</li><li>Experience supporting sales, commercial real estate, or client-facing teams.</li><li>
Strong organization, time management, and attention to detail.</li><li>
Ability to manage competing priorities in a fast-paced environment.</li><li>
Proficiency in Microsoft Office, Teams, and common business platforms.</li><li>
Ability to maintain discretion and confidentiality.</li></ul>
Skills &amp; Competencies<ul><li>
Reliable follow-through and attention to deadlines.</li><li>
Clear verbal &amp; written communication and strong judgment.</li><li>
Ability to maintain discretion with sensitive business information.</li><li>
Calm and professional under shifting priorities in a fast paced environment.</li><li>
Strong relationship-building skills across teams and markets.</li><li>
Resourceful with an ability to problem solve and complete tasks without constant direction.</li><li>
Proactive approach to monitoring schedules and anticipating upcoming needs.</li></ul> 

Cushman &amp; Wakefield also provides eligible employees with an opportunity to enroll in a variety of benefit programs, generally including health, vision, and dental insurance, flexible spending accounts, health savings accounts, retirement savings plans, life, and disability insurance programs, and paid and unpaid time away from work. In addition to a comprehensive benefits package, Cushman and Wakefield provide eligible employees with competitive pay, which may vary depending on eligibility factors such as geographic location, date of hire, total hours worked, job type, business line, and applicability of collective bargaining agreements. 

The compensation that will be offered to the successful candidate will depend on factors such as whether the position is covered by a collective bargaining agreement, the geographic area in which the work will be performed, market pay rates in that area, and the candidate&rsquo;s experience and qualifications. 

The company will not pay less than minimum wage for this role. 

The compensation for the position is: $ 70,040.00 - $82,400.00
Cushman &amp; Wakefield is an Equal Opportunity employer to all protected groups, including protected veterans and individuals with disabilities. Discrimination of any type will not be tolerated.
In compliance with the Americans with Disabilities Act Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position at Cushman &amp; Wakefield, please call the ADA line at 1-888-365-5406 or email HRServices@cushwake.com. Please refer to the job title and job location when you contact us.
INCO: &ldquo;Cushman &amp; Wakefield&rdquo;</div>

Senior Executive Administrator / Operations Specialist

Mobile Generation

<div>Administrative Coordinator &ndash; Operations Support
<div>Compensation: $35,000 - $58,000 depending on experience</div>
Overview: 
Mobile Generation is seeking a highly organized and adaptable Administrative Coordinator to support our corporate operations team. This role will assist with a range of administrative tasks and short-term projects across multiple departments, with responsibilities shifting based on current needs and priorities. The Administrative Coordinator will work closely with our Real Estate and Facilities Operations Managers, as well as directly with the Director of Corporate &amp; Field Operations. This is a full-time, in-office role based at our corporate headquarters.
<h3 class="jobSectionHeader">Key Responsibilities:</h3> 

<ul><li>Provide administrative support across real estate and facilities operations functions
</li><li>Assist with lease-related tasks such as organizing files, tracking critical dates, and helping prepare documentation for renewals or audits
</li><li>Communicate with landlords and third-party vendors regarding property-related issues, maintenance needs, or lease follow-ups
</li><li>Support utility setup and transfers for new or relocated store locations
</li><li>Monitor Zendesk tickets and follow up on maintenance status, updates, or escalations
</li><li>Help maintain internal documentation for HVAC records, service logs, and vendor performance
</li><li>Assist with quarterly operations bonus tracking by gathering and auditing submitted data
</li><li>Support the Director of Operations with administrative tasks, internal reporting, and short-term project tracking
</li><li>Perform general administrative tasks such as file management, data entry, and spreadsheet maintenance
</li></ul><div><h3 class="jobSectionHeader">Qualifications:</h3>
<ul><li>2+ years of experience in administrative support, operations, or project coordination
</li><li>Strong proficiency in Excel or Google Sheets
</li><li>Excellent attention to detail, time management, and task prioritization
</li><li>Clear and professional communication skills when working with both internal teams and external partners
</li><li>Familiarity with platforms like Zendesk or Google Drive is a plus
</li><li>Experience with real estate operations or property management is helpful, but not required
</li><li>Comfortable supporting multiple departments and adjusting focus based on shifting priorities
</li></ul></div>Compensation:
<div><div>About Mobile Generation
</div><div>Mobile Generation is an authorized Verizon Wireless retailer, headquartered in Chicago Illinois. Currently, we operate over 50 high-performing Verizon Wireless retail locations in Illinois, Indiana, Kentucky, and Wisconsin. At Mobile Generation, we think a little differently than most other phone retailers. We think it should be ALL ABOUT OUR CUSTOMERS. We pride ourselves in providing an Amazing Customer Experience to each customer who walks through our doors.</div>
<div></div><div>Mobile Generation is always looking for outgoing full-time people with a focus on great customer service to join our sales team. We are looking for winners who love the latest technology and are looking for a career with growth potential. Because we offer world-class training programs in cutting-edge sales strategies, our employees love working here! Mobile Generation believes happy employees make happy customers.</div>
<div></div><div>To learn more about Mobile Generation visit www.themobilegeneration.com</div>
<div></div><div>Mobile Generation is an Equal Opportunity Employer and does not discriminate in employment based on race, color, religion, creed, national origin, ancestry, sex/gender (including pregnancy, childbirth, breastfeeding/lactation, and related medical conditions), age, disability, genetic information, sexual orientation, gender identity or expression, citizenship status, military/veteran status, and any other characteristic under applicable federal, state, or local law.</div>
</div>
<ul><li>Full-time, in-office position
</li><li>Salary range: $35,000&ndash;$58,000, depending on experience and scope</li></ul></div>

Administrative Coordinator – Operations Support

Capital One

<div>Senior Administrative Assistant (Administrative Support Assistant III) - Card Tech
Capital One is looking for an exceptionally bright, multitasking, and self-motivated experienced Administrative Support Assistant III to support 4 to 6 executives in a fast-paced tech-savvy environment. You will partner with multiple executives to handle administrative tasks freeing up their time to focus on department and company goals. A quick thinker, your flexibility and adaptability are key to constantly changing demands and priorities. You are resourceful and autonomous when taking on new tasks and projects relying on problem-solving skills to make it all work! As the gatekeeper and extension of your executive leaders, you will frequently find yourself in the center of everything that happens on the team. You are extremely pivotal to the success of a well-run, efficient, productive and happy team.
In this role, you are a jack of all trades! Administrative Assistants perform an array of administrative functions critical to running an organization efficiently. You will strategically manage your executives&rsquo; complex schedules through prioritization and organization. You will handle travel arrangements, create expense reports, and disseminate information. Your communication will be personable while still getting your point across. As team ambassador, you are proficient in writing and proof-reading with impeccable grammar and composition.
Responsibilities:<ul><li>
Managing daily calendars for multiple executives, demonstrating flexibility and problem-solving abilities to adjust or prioritize schedules based on last-minute changes</li><li>
Arrange and reserve conference rooms, catering, audio/video and other essential services as needed for meetings and conferences</li><li>
Coordinate travel arrangements and create expense reports in a timely manner using Capital One systems</li><li>
Drive key team activities and events (such as all-hands meeting, team meetings, conferences, ordering supplies and social events)</li><li>
Prepare professional business communication documents including memos, letters, and emails</li><li>
Build and maintain good business relationships with executives and administrative staff across the organizations</li><li>
Participation in general administrative duties (copying), distributing mail, ad-hoc projects, committees and/or group events</li><li>
Promote a fun and team-oriented work environment</li></ul>
At Capital One, you will find an environment that inspires a can-do-anything spirit with a multitude of supportive resources. Better still, you will find managers who encourage you to be your best in all areas of your life. If you are ready to create an administrative role that satisfies your professional goals while balancing your personal interests, then Capital One is eager to talk to you.
Basic Qualifications:<ul><li>
High School Diploma, GED or equivalent certification</li><li>
At least 2 years of Administrative experience</li><li>
At least 2 years of experience in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) or Google Suite 
</li></ul>Preferred Qualifications:<ul><li>
Associates Degree</li><li>
At least 5+ years of experience as an Executive Assistant or Administrative Assistant in a fast-paced environment</li><li>
At least 3+ years of calendar management supporting multiple executives</li><li>
At least 1+ year of meeting and event planning experience</li><li>
Experience setting up video conference and Zoom/Skype technology for meeting user</li><li>
Experience planning ahead and managing time effectively</li><li>
Excellent written and verbal communications</li><li>
Excellent organizational skills</li></ul> 
At this time, Capital One will not sponsor a new applicant for employment authorization for this position.
The minimum and maximum full-time annual salaries for this role are listed below, by location. Please note that this salary information is solely for candidates hired to perform work within one of these locations, and refers to the amount Capital One is willing to pay at the time of this posting. Salaries for part-time roles will be prorated based upon the agreed upon number of hours to be regularly worked.
Chicago, IL: $73,500 - $83,900 for Admin Support Assistant III 
Candidates hired to work in other locations will be subject to the pay range associated with that location, and the actual annualized salary amount offered to any candidate at the time of hire will be reflected solely in the candidate&rsquo;s offer letter.
Capital One offers a comprehensive, competitive, and inclusive set of health, financial and other benefits that support your total well-being. Learn more at the Capital One Careers website. Eligibility varies based on full or part-time status, exempt or non-exempt status, and management level.
This role is expected to accept applications for a minimum of 5 business days.
No agencies please. Capital One is an equal opportunity employer (EOE, including disability/vet) committed to non-discrimination in compliance with applicable federal, state, and local laws. Capital One promotes a drug-free workplace. Capital One will consider for employment qualified applicants with a criminal history in a manner consistent with the requirements of applicable laws regarding criminal background inquiries, including, to the extent applicable, Article 23-A of the New York Correction Law; San Francisco, California Police Code Article 49, Sections 4901-4920; New York City&rsquo;s Fair Chance Act; Philadelphia&rsquo;s Fair Criminal Records Screening Act; and other applicable federal, state, and local laws and regulations regarding criminal background inquiries.
If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation, please contact Capital One Recruiting at 1-800-304-9102 or via email at RecruitingAccommodation@capitalone.com. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodations.
For technical support or questions about Capital One's recruiting process, please send an email to Careers@capitalone.com
Capital One does not provide, endorse nor guarantee and is not liable for third-party products, services, educational tools or other information available through this site.
Capital One Financial is made up of several different entities. Please note that any position posted in Canada is for Capital One Canada, any position posted in the United Kingdom is for Capital One Europe and any position posted in the Philippines is for Capital One Philippines Service Corp. (COPSSC).</div>

Senior Administrative Assistant (Administrative Support Assistant III) - Card Tech

State of Illinois

<div>Job Requisition ID: 52498 
Closing Date: 03/16/2026 
Agency: Department of Employment Security 
Class Title: ADMIN ASSISTANT I - 00501 
Skill Option: None 
Bilingual Option: None 
Salary: Anticipated starting salary $5,637 monthly; Full range $5,637 - $8,026 monthly 
Job Type: Salaried 
Category: Full Time 
County: Cook 
Number of Vacancies: 1 
Bargaining Unit Code: RC028 Paraprofessional Human Services Employees, AFSCME 
Merit Comp Code: 
This posting lists 33 S. State Street, Chicago, IL. 60603 as the Work Location. Effective February 1, 2025, this position was relocated to 115 S. LaSalle, Chicago, IL. 60603 
This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position. 
All applicants who want to be considered for this position MUST apply electronically through the illinois.jobs2web.com website. State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal. 
Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered. 
Why Work for Illinois?
Working with the State of Illinois is a testament to the values of compassion, equity, and dedication that define our state. Whether you&rsquo;re helping to improve schools, protect our natural resources, or support families in need, you&rsquo;re part of something bigger&mdash;something that touches the lives of every person who calls Illinois home. 
No matter what state career you&rsquo;re looking for, we offer jobs that fit your life and your schedule&mdash;flexible jobs that provide the gold standard of benefits. Our employees can take advantage of various avenues to advance their careers and realize their dreams. Our top-tier benefits and great retirement packages can help you build a rewarding career and lasting future with the State of Illinois.<div><div><div><h2 class="jobSectionHeader"> 
Position Overview</h2></div><div>
The Illinois Department of Employment Security (IDES) is seeking an organized, professional, and results oriented individual to serve as Staff Assistant to the IDES Chief Financial Officer (CFO). Responsibilities include serving as an administrative assistant, facilitating administrative operations and communications for the Financial Operations Division. This position provides a great opportunity for someone who has a strong knowledge of researching and compiling information and reports and is dedicated to ensuring compliance with operational procedures. The ideal candidate for this position will have extensive experience providing administrative support and coordinating special projects. IDES offers a competitive compensation plan, excellent benefits, and a pension program. We invite you to join our innovative team to help make a positive difference in the lives of Illinois employers and job seekers.</div></div><div><div><h2 class="jobSectionHeader">
Essential Functions</h2></div><div><ul><li>
Under general direction, serves as Staff Assistant to the Chief Financial Officer (CFO) for the Illinois Department of Employment Security (IDES)</li><li>
Performs highly complex administrative duties for the Division, exercising considerable independent judgment in making determinations in defined areas</li><li>
Responds to inquiries and provides information relative to established policies, procedures and guidelines</li><li>
Serves as liaison between the Chief Financial Officer (CFO) and internal and external groups,including but not limited to agency staff and management personnel, state and federal agencies and other interested parties</li><li>
Provides office operation support</li><li>
Coordinates and monitors personnel administration activities for assigned staff</li><li>
Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above</li></ul></div></div><div><div><h2 class="jobSectionHeader">
Minimum Qualifications</h2></div><div><ul><li>
Requires knowledge, skill and mental development equivalent to completion of four (4) years of college,preferably with courses in public or business administration</li><li>
Requires one (1) year of professional experience in a public or private organization, OR completion of an agency approved professional management training program</li></ul></div></div><div><div><h2 class="jobSectionHeader">
Conditions of Employment</h2></div><div><ul><li>
Requires an Illinois State Police background check and self-disclosure of any criminal history</li><li>
Requires ability to successfully complete a fingerprint-based background check</li><li>
Requires ability to travel in the performance of duties, with overnight stays as appropriate</li><li>
This position is considered light work as defined by the U.S. Department of Labor (20 CFR404.1567(b)). Light work involves lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds. This job may require a good deal of walking or standing,or involves sitting most of the time with some pushing and pulling of arm or leg controls</li><li>
Requires ability to attend seminars, conferences, and trainings to stay current on methods, tools,ideologies, or other industry related topics relevant to the job duties</li><li>
The conditions of employment listed here are incorporated and related to any of the job duties as listedin the job description</li></ul></div></div><div><div><h2 class="jobSectionHeader">
About the Agency</h2></div><div>
The Illinois Department of Employment Security&rsquo;s (IDES) mission is to serve Illinois workers and employers to the best of our ability and to use our knowledge of the Illinois workforce to inform sound policy decision making. IDES encourages economic growth and stability in Illinois by providing vital Employment Services to Illinois residents and employers, analyzing, and disseminating actionable Labor Market Information, and administering Unemployment Insurance programs.</div></div></div> 
Work Hours: Monday-Friday 8:30am-5:00pm 
Headquarter Location: 115 S Lasalle St, Chicago, Illinois, 60603 
Work County: Cook 
Posting Group: Office &amp; Administrative Support 
This position DOES NOT contain &ldquo;Specialized Skills&rdquo; (as that term is used in CBAs). 
APPLICATION INSTRUCTIONS
Use the &ldquo;Apply&rdquo; button at the top right or bottom right of this posting to begin the application process.
If you are not already signed in, you will be prompted to do so.
State employees should sign in to the career portal for State of Illinois employees &ndash; a link is available at the top left of the Illinois.jobs2web.com homepage in the blue ribbon.
Non-State employees should log in on the using the &ldquo;View Profile&rdquo; link in the top right of the Illinois.jobs2web.com homepage in the blue ribbon. If you have never before signed in, you will be prompted to create an account.
If you have questions about how to apply, please see the following resources:
State employees: Log in to the career portal for State employees and review the Internal Candidate Application Job Aid
Non-State employees: on Illinois.jobs2web.com &ndash; click &ldquo;Application Procedures&rdquo; in the footer of every page of the website. 
The main form of communication will be through email. Please check your &ldquo;junk mail&rdquo;, &ldquo;spam&rdquo;, or &ldquo;other&rdquo; folder for communication(s) regarding any submitted application(s). You may receive emails from the following addresses:<ul><li>
donotreply@SIL-P1.ns2cloud.com</li><li>
systems@SIL-P1.ns2cloud.com</li></ul></div>

STAFF ASSISTANT

University of Illinois

<div><div><div><div>Administrative Assistant - College of Medicine 
Hiring Department: Administration

Location: Chicago, IL USA

Requisition ID: 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): $84,181.50 - 89,349.00 / Annual Salary 
About the University of Illinois Chicago
UIC is among the nation&rsquo;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 &ldquo;Best Colleges&rdquo; rankings published by U.S. News &amp; 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.
Duties &amp; Responsibilities:<ul><li>
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.</li><li>
Support College governance processes (e.g., faculty committees), including scheduling, agendas, materials distribution, minutes, and action‑item tracking.</li><li>
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.</li><li>
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.</li><li>
Maintain accurate electronic and physical records for the Dean&rsquo;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.</li><li>
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.</li><li>
Assist with strategic or time‑bound projects for the Dean&rsquo;s Office (e.g., accreditation readiness, policy updates, search support), providing research, coordination, and status reporting.</li></ul>

Minimum Qualifications Required:
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:<ul><li>
60 semester hours or an Associate's degree equals one (1) year (12 months)</li><li>
90 semester hours equals two (2) years (24 months)</li><li>
120 semester hours or a Bachelor's degree equals three (3) years (36 months)</li><li>
Master's degree or higher equals four (4) years (48 months)</li></ul>
B. progressively more responsible professional, managerial and supervisory experience that included experience in areas such as supervising staff or a job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles
Preferred Qualifications:<ul><li>
Knowledge of College of Medicine bylaws.</li><li>
Proficiency in typing and organizational skills.</li><li>
Ability to multi-task and work with extremely confidential information.</li></ul>
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 &amp; 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.</div></div></div></div><div></div>

Administrative Assistant - College of Medicine

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