Administrative Assistant - Carle Illinois College of Medicine - 1031892-6689

University of Illinois • Urbana, IL • 1d ago

This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12891150 **Administrative Assistant - Carle Illinois College of Medicine

Office of the Dean**

The Carle Illinois College of Medicine seeks an Administrative Assistant to join our collaborative team in the Office of the Dean. This position is an exciting opportunity to contribute your skills to a medical school that is revolutionizing the future of medicine and take on a role where integrity, teamwork, and excellence are highly valued. We encourage you to apply and be part of a team that supports each other and contributes to the mission success of the college.

**Carle Illinois College of Medicine - the world\'s first LCME accredited engineering-based medical school

Why Work at Carle Illinois College of Medicine?

Mission & Vision | Carle Illinois College of Medicine | Illinois

Highlights of Benefits for University of Illinois Employees**

The Carle Illinois College of Medicine embraces the university\'s commitment to creating a diverse and talented community of students, faculty and staff, which is essential to fulfilling its mission and vision. Carle Illinois actively promotes an inclusive environment in which students, faculty and staff can learn, teach, research and serve. For detailed information on our commitment to diversity, equity, and inclusion, please visit:

Mission | Carle Illinois College of Medicine | Illinois

Job Summary

The Administrative Assistant is the principal assistant to the Dean of the Carle Illinois College of Medicine and as a member of the Executive Leadership Team provides high level support to the dean. The primary responsibilities are to oversee the organization of the dean\'s commitments, calendar, and travel; manage the organizational structure for the dean\'s office and supervise support staff; to help organize and track projects in the college; ensure confidentiality and discretion in the handling of sensitive matters; foster a supportive and inclusive team environment in the dean\'s office to ensure efficiency and professionalism; work closely with the college leadership team (associate and assistant deans, chief of staff, directors and unit executive officers) and other staff.

Duties and Responsibilities

Provide primary administrative support and is responsible for the day-to-day workflow of the dean:

Oversee the management of the dean\'s calendar:

Exercise independent judgment and initiative in determining

priorities and effective utilization of time for meetings and appointments.

Supervise support staff responsible for routine management of

dean\'s calendar.

Merge the Dean\'s clinical, academic, and non-academic calendars

including research deadlines and commitments at Carle Health.

Serve as the primary contact for individuals needing to work with

the dean.

Create and update a daily priority workflow checklist for the dean.

Monitor highly confidential emails and draft responses on behalf of

the dean.

Maintain Dean\'s workflow, track follow up items and due dates.

Manage communications and outreach for the dean and the college,

including but not limited to WebTools announcements.

Manage highly confidential documents and information.

Manage updates of college level policies, procedures and guidelines.

Manage agendas and summary notes/meetings for executive leadership

team, strategic operations leadership team, faculty executive committee meetings, and any college level meetings the dean presides over.

Manage items submitted to the dean for approval, ensuring timely

review.

Work closely with the dean to track all committee group and

membership assignments, and to track scholarly andspeaking obligations to which the dean has committed.

Manage, update, and consolidate the dean\'s research, external, and

clinical calendars - including obtaining HIPPA privacy certification.

Oversee the planning for any visiting leaders or dignitaries

visiting the college and the dean.

Help create Word, PowerPoint, Adobe, and other documents for the

dean as needed for meetings and presentations.

Travel:

Oversee the planning and create itineraries for all regional,

national and international travel for the dean as well as coordinate any travel requirements, registrations, visas, travel insurance, and transportation needs.

Provide high-level staff support to the college:

Coordinate and oversee civil service staff support for the College

leadership committees and for other standing and ad hoc committees that may be appointed by the dean or that the dean serves on.

Understand the work of the dean and of the college, and as such, is

expected to regularly participate in leadership meetings to facilitate subsequent implementation and follow-up of items discussed.

Coordinate presenters for the Executive Leadership Team and the

Senior Operations Leadership Team.

Supervise civil service staff:

Review workl

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