Executive Assistant, Biomedical Sciences Dept (On-Site)

University of Illinois Chicago; Chicago (IL); On-site; USD 33,000 - 37,000; Full time

Job summary

The University of Illinois Chicago is seeking an Office Administrator for the Biomedical Sciences department on the Rockford campus. This on-site role provides primary executive support to the Department Head, coordinating calendars, meetings, and communications across faculty, staff, and external partners.

You will assist with faculty promotions and immigration paperwork, and help plan events for Summer Science, STEM camps, and the SMART program while maintaining departmental records.

Qualifications

• High school diploma or equivalent.
• Experience providing executive/administrative support.
• Strong calendar management and communication skills.

Responsibilities

• Provide administrative support for department programs and events, including interview coordination and room scheduling.
• Support the Director of Graduate Studies and MS in Medical Biotechnology program activities.
• Prepare reports, minutes, and facilitate faculty searches and promotions.
• Maintain personnel records and assist with visa/work permit processes for visiting staff and students.
• Coordinate the department head's calendar and meetings; prepare agendas and accurate minutes.
• Assist with the department seminar coordination, including Zoom scheduling and honoraria payments.

Skills

Administrative support

Calendar management

Communication

Education

High school diploma or equivalent

Tools

MS Office

Zoom

Job description

The University of Illinois Chicago is seeking an Office Administrator for the Biomedical Sciences department on the Rockford campus. This on-site role provides primary executive support to the Department Head, coordinating calendars, meetings, and communications across faculty, staff, and external partners.

You will assist with faculty promotions and immigration paperwork, and help plan events for Summer Science, STEM camps, and the SMART program while maintaining departmental records.