Office Administrator - Department of Biomedical Science

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

Office Administrator - Department of Biomedical Science

Hiring Department: Biomedical Sciences

Location: Rockford, IL USA

Requisition ID: 1042496

Workplace Type: On-Site

Posting Close Date: 8/24/26

Salary Range (commensurate with experience): $24.21 - 26.74 / Hourly Wage. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

This position is located on the Rockford campus 90 miles 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, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

Position Summary

This position supports the Biomedical Science department and provides primary executive assistant to the Head of the Department of Biomedical Sciences. Duties include administrative oversight into various programs and activities offered to external students interested in the biomedical sciences field and supports the department head in the day-to-day operations of the department. Assists with the faculty promotion process and works with the Office of International Services to obtain the necessary immigration paperwork for those working in the unit.

Duties & Responsibilities

• Provide administrative support for the Summer Science program, STEM camp, Summer Medical Research Training (SMART) program and other events in the department by coordinating the applicant interview and selection process, ensuring all necessary approvals are obtained for program offered, assist with events associated with programs including room scheduling and supply ordering.
• Provide administrative support to the Director of Graduate Studies for the administration of the Master of Science in Medical Biotechnology Program and its activities.
• Assemble data, prepare administrative reports and facilitate the following for the Department Head: Faculty searches, appointments and promotions, faculty sabbaticals and administrative leaves of absence faculty reports-including analysis report, resources & performance measure report, conflict of interest report, etc. Maintain an overall awareness of the organizational activities of importance to the Department Head, and coordinate & expedite necessary actions. Serve as a liaison between the Department and its faculty, staff and external agencies. Maintain professional, friendly, and courteous interface.
• Maintain personnel record for the Department, including faculty, staff, extra help, student assistants, and special programs, etc. Prepares meeting records (agenda and minutes) for all department committees including the Radiation Safety subcommittee. Maintain documents for Illinois Department of Nuclear Safety site visits. Plan, organize, assign and review the work of the unit's clerical staff; and participate in their selection, training, and evaluation.
• Assists the webmaster to keep Department and MBT program websites current and informative
• Assist with the coordination of the Department seminar each semester. This includes scheduling Zoom meetings, obtaining the topic information for each seminar, issuing honoraria payments as needed, and sharing the seminar information with the department as well as MBT students.
• Supporting the faculty in terms of communicating important information to them, and/or helping with various reports and faculty leave reports.
• Coordinate the Department Head's calendar. Schedule and arrange meetings. Determine priorities. Prepare agendas, correspondence, and accurate minutes for regular monthly faculty meetings, as well as for other unscheduled meetings called by the Department Head and the Director of the MBT Program.
• Answer inquiries and resolve problems, which require the interpretation, explanation, and justification of administrative and programmatic work policies and procedures. Handle and compose business correspondence for signature. Review and edit all documents prepared by the Department Head for content and appropriate spelling, punctuation, syntax, and format; modify copy as necessary.
• Maintain liaison with the Office of International Services for getting and maintaining visas and work permits for visiting foreign scientists, faculty, staff, and students.
• Plan, organize, assign and review the work of the unit's clerical staff; and participate in their selection, training, and evaluation.
• Participate in campus administrative support meetings and collaborate with the Dean's office as needed.
• Perform other related duties and participate in special projects as assigned.

Minimum Qualifications

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

Preferred Qualifications

Bachelor's Degree preferred but not required.

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.

The university provides accommodations to applicants and employees. Request an Accommodation

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.