University of Illinois Urbana-Champaign · 5 hours ago
Administrative Aide
Urbana, IL
Full-time
Onsite
Mid, Senior Level
$57K/yr - $62K/yr
5+ years expThe University of Illinois Urbana-Champaign is a leading research institution seeking an Administrative Aide for the McKinley Health Center. This role provides high-level support to the Executive Director, managing executive scheduling, communications, and office operations while serving as a liaison with campus and community partners.
Higher Education
No H1B
Responsibilities
Serve as primary point of contact for students, faculty, staff, parents, vendors, and external stakeholders
Manage, maintain, and safeguard confidential administrative records in compliance with institutional policies
Provide comprehensive administrative support for employee searches, including coordinating interviews and related logistics
Assess equipment and supply needs, process purchases, reimbursements, and payment transactions in collaboration with the Business Office
Coordinate administrative conference travel, submit travel reimbursements, and review/approve electronic invoices and payment transactions in collaboration with the Business Office (T-Card, P-Card purchases, and travel expense reports)
Oversee production and distribution of the annual MHC calendar and office signage
Participate in quality assurance, compliance, and risk management activities
Provides high-level administrative support to Medical Directors, Director of Health Education, Assistant and Associate Directors
Manage daily office operations and ensure administrative tasks are completed in accordance with MHC policies and procedures
Coordinate Student Advisory Board (SAB) and Student Health Insurance Advisory Committee (SHIAC) meetings, including scheduling, agenda preparation, minute-taking, and logistics
Coordinate Senior Leadership Group weekly meetings, including agenda development, minutes, and follow-up action items
Support the preparation of reports and presentations and briefing materials for senior leadership and committees
Plan and coordinate special events, including annual all-staff meetings, recognition programs, and retirement celebrations
Provide high-level administrative support to the Executive Director, including scheduling, meeting coordination, travel, and conference arrangements
Manage and prioritize the Executive Director’s calendar, patient appointments, and correspondence; draft and prepare responses as needed
Track deadlines, deliverables, and follow-up actions to ensure timely completion and effective communication for the Executive Director
Assist in drafting and updating job descriptions for administrative support staff
Train, supervise, and evaluate administrative support staff; delegate assignments, review work for accuracy and quality, and implement quality improvements
Review and approve timesheets, sick leave, and vacation requests for administrative staff
Complete annual performance evaluations and provide ongoing feedback and coaching for support staff
Qualification
Required
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
Preferred
Supervisory experience
Benefits
Health
Dental
Vision
Life Insurance
A Retirement Plan
Paid time Off
Tuition waivers for employees and dependents
Company
University of Illinois Urbana-Champaign
The University of Illinois Urbana-Champaign is dedicated to building upon its tradition of excellence in education, research, public engagement and economic development.
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Robert Whitmore
Co-Founder | Evolution & Impact of Societies in Africa | *EISA*
Shelley Giordano
Co-Founder Academy for Home Equity in Financial Planning University of Illinois
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