Academic Office Manager, Medicine Department

University of Illinois College of Medicine at Rockford; Rockford (IL); On-site; USD 45,000 - 65,000; Full time

Job summary

The University of Illinois College of Medicine at Rockford is seeking an administrative professional to support academic departments. The role requires discretion with sensitive information and coordination across chairs, faculty, students, and the dean's office.

You will handle department admin tasks, onboarding support, promotion coordination, financial processing, and committee support, contributing to efficient operations across the college and affiliated hospitals.

Responsibilities

• Support department chairs with admin tasks: schedule meetings/events, arrange logistics, travel, registrations, reimbursements, and materials.
• Assist with faculty appointments/onboarding: collect docs, maintain records, prepare correspondence, coordinate candidate itineraries.
• Manage promotion dossiers in Interfolio; ensure deadlines, collect documents, verify compliance, and maintain timeliness.
• Process departmental purchases/reimbursements, reconcile transactions, maintain expenditure records, and assist with budget planning.
• Prepare and edit letters, reports, and documents; manage ERAS submissions and recurring faculty reports.
• Provide committee support: coordinate meetings, prepare agendas, share materials, take minutes, and follow up on actions.
• Schedule and track annual faculty evaluations; monitor leave reports and mandatory trainings; maintain faculty files.
• Perform other duties and special projects as assigned.

Job description

The University of Illinois College of Medicine at Rockford is seeking an administrative professional to support academic departments. The role requires discretion with sensitive information and coordination across chairs, faculty, students, and the dean's office.

You will handle department admin tasks, onboarding support, promotion coordination, financial processing, and committee support, contributing to efficient operations across the college and affiliated hospitals.