Office Administrator

University-of-Illinoi; Rockford (IL); On-site; USD 33,000 - 39,000; Full time

Job summary

University of Illinois Chicago invites applicants for an on-site Administrative Coordinator in Rockford. This role provides oversight of the administrative functions of the Department of Family and Community Medicine, supporting the Department Head and faculty, coordinating calendars, preparing confidential documents, and handling communications.

Strong organizational skills and attention to detail are essential.

Qualifications

• High school diploma or equivalent.
• Four (4) years (48 months) of work experience comparable to the third level of this series.
• Two (2) years (24 months) of work experience comparable to the fourth level of this series.

Responsibilities

• Provides oversight to the administrative functions of the Department of Family and Community Medicine and its divisions.
• Coordinates the Department Head's calendar and prepares confidential correspondence and reports.
• Responds to inquiries and creates authoritative documents per university procedures.
• Supervises office staff and assists in hiring, training and promotion processes.

Skills

Administrative skills

Education

Bachelor's degree or Associate's degree

Job description

Posted on: 10/1/2026 - Application Deadline: 10/11/2026

Hiring Department: Family and Community Medicine

Location: Rockford, IL USA

Requisition ID: 1043149

Workplace Type: On-Site

Posting Close Date: 10/11/26

Salary Range:The budgeted salary range for the position is $24.69/hr -$28.39/hr. Salary is competitive and commensurate with qualifications andexperience, while also considering internal equity.

This position is located on the Rockford campus 90miles northwest of Chicago. (On-Site Work – Not Remote).

About the University of Illinois Chicago

UIC is among the nation’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 “Best Colleges” rankings published by U.S. News & 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, LifeInsurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

Position Summary:

Provides oversight to the administrative functions of the Department of Family and Community Medicine and its divisions, supports the Department Head and faculty, and coordinates the functions and services for the Rockford Department of Family and Community Medicine Program. Provides administrative support for the Department Head. Manages and coordinates the Department Head's calendar. Assists the Department Head with the preparation of confidential correspondence, reports, manuscripts and other materials. Independently responds to telephone/mail/email inquiries by providing factual and directive information. Creates correspondence, meeting minutes and other documents containing authoritative information requiring knowledge of University and College procedures and practices. Supervises department office support staff. Plans, assigns and reviews assignments. Counsels subordinates and evaluates their job performance. Oversees daily activities of the department. Acts as liaison to the members of the faculty, staff, students, residents, visitors, and higher administration at this site as well as other campuses. Provides administrative support for Parkview faculty in the department including travel arrangements and reimbursements using the p-card and TEM systems, room reservations, book orders, etc. Tracks CME expenditures for Parkview department faculty as well as monthly leave reports. Makes financial expenditures as directed. Responsible for ordering supplies for the department, ordering flowers for special occasions and ordering food for breakfast, lunch or dinner meetings, as needed. Initiates and coordinates the appointment process for new faculty. Monitors paperwork for timeliness, reviews material for completeness, resolves questions or missing data and provides completed appointment packet to Head and to Dean’s Office for presentation at the FAPT Committee meeting, if necessary. Assists in completion of faculty promotion packets. Works closely with faculty in compiling data necessary for promotion, monitors progress to ensure timely completion, solicits letters of recommendation, and assists in gaining necessary committee and administrative approvals at various levels. Assists the Head, faculty and students with the preparation of letters of recommendation for residency applications. Monitors progress of letters for early match programs and reviews letters for accuracy before electronic submission to ERAS. Oversees the hiring and training process for staff of the Department of Family and Community Medicine. Ensures orientation and trainings are scheduled as well as required identification, workspace and equipment have been provided. Maintains an overall awareness of organizational activities of import or impact to the department. Develops and maintains departmental policies and procedures in accordance with the University, College, and Departmental statutes, bylaws, guidelines and policies. Represents the Head of the Department in problem resolution and/ or interpretation, explanation and justification of administrative and programmatic policies and procedures. Oversees the maintenance of files, records and other information of confidential nature. Assembles data and prepares administrative reports (Quarterly Faculty Activity Analysis reports, Departmental Annual reports, etc.) in collaboration with the Business Manager. Assists in the coordination of Department office alterations and maintenance and enters the necessary work orders. Liaison with the Office of International Services for obtaining and maintaining visas and work permits for visiting foreign scientists, faculty, staff and students. Represents the Department on various committees, which enhance the goals of the department and the College of Medicine Rockford. Takes minutes, sends meeting notifications, makes room reservations and other duties related to departmental meetings. Perform other related duties and participate in special projects as assigned.

Minimum Qualifications

• High school diploma or equivalent.
• Any one of the following from the categories below:
  • Four (4) years (48 months) of work experience comparable to the third level of this series.
  • Two (2) years (24 months) of work experience comparable to the fourth level of this series.

Preferred Qualifications

Bachelor's degree or Associate's degree

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.

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.