Office Manager

Boston Private; Rockford (IL); On-site; USD 31,000 - 33,000; Full time

Job summary

The Office Manager position for the Dean's Office is located on the Rockford campus and is strictly on-site. It supports departmental chairs, faculty, and affiliated hospitals, handling administrative tasks, travel, procurement, and committee work with discretion and accuracy.

Minimum qualifications include a high school diploma or equivalent and two years of related work experience. Salary ranges from 22.48/hr to 23.86/hr and includes standard university benefits.

Qualifications

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

Responsibilities

• Regional Dean’s Office Administration: primary contact for the Regional Dean’s Office and front-line service to visitors and callers.
• Support office operations by coordinating purchases and administrative tasks and assisting with Dean’s Office projects.
• Department Administrative Support: scheduling meetings, events, travel, reimbursements, and class/student materials preparation.
• Faculty Promotion Coordination: manage dossier prep in Interfolio, ensure deadlines and compliance.
• Financial Administration and Budget Support: processing purchases, reconciling transactions, maintaining records, assisting with budget planning.
• Faculty Appointment and Recruitment Support: assist with onboarding, credentialing, candidate itineraries, travel, and interviews.
• Document Preparation and Reporting: edit and format correspondence and reports, maintain recurring information.
• Committee Support: meeting coordination, agenda, minutes, follow-up tasks.
• Other Duties as assigned.

Skills

Interpersonal skills

Organizational skills

Decision making

Education

High school diploma or equivalent

Job description

Office Manager Hiring Department: Dean's Office Location: Rockford, IL USA Workplace Type: On-Site The budgeted salary range for the position is 22.48/hr to 23.86/hr. 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 to 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 and 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 performs a variety of administrative and clerical duties to support the Office of the Dean and academic departments. This includes serving as the delegated administrative support and liaison between the department chairs, their faculty, students, the dean's office as well as affiliated hospitals in the execution of the duties and responsibilities. Duties require the use of judgment and initiative and require extensive knowledge of the organization, programs, and the activities of the administrators they support. It is essential for the employee to have the ability to exercise discretion in the handling of sensitive and confidential information.

Duties and Responsibilities

• Regional Dean’s Office Administration to Serve as the primary point of contact for the Regional Dean’s Office, providing front-line customer service to visitors and callers.
• Support office operations by coordinating purchases, managing administrative tasks, and assisting with Dean’s Office projects and activities.
• Department Administrative Support to Provide administrative support to assigned department chairs, including scheduling meetings and events, arranging event logistics, coordinating travel and conference registrations, processing reimbursements, and preparing materials for classes, meetings, and student-related activities.
• Faculty Promotion Coordination to Manage and support faculty promotion dossier preparation in Interfolio and remain current on related training. Collaborate with faculty to compile and verify required documentation, monitor progress, ensure deadlines are met and compliance with UICOM policies, and maintain accuracy and timeliness throughout the promotion process.
• Financial Administration and Budget Support to Process departmental purchases and reimbursements, reconcile transactions in university financial systems, maintain expenditure records, ensure compliance with university policies, and assist with budget planning and monitoring.
• Faculty Appointment and Recruitment Support to Assist with faculty appointment and onboarding processes by collecting required documentation, maintaining faculty records and credentials, preparing appointment-related correspondence, and coordinating communications with new faculty members. Support faculty recruitment efforts by coordinating candidate itineraries, travel arrangements, and interview logistics.
• Document Preparation and Reporting to Prepare, edit, and format correspondence, reports, recommendations, and other professional documents. Compile, organize, and maintain information for recurring reports and faculty-related administrative needs.
• Committee Support to Provide administrative support to department committees, including meeting coordination, agenda preparation, minute-taking, and follow-up activities.
• Other Duties Perform other duties and special projects as assigned.

Minimum Qualifications

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

Preferred Qualifications

• Strong interpersonal and communication skills
• Excellent organizational skills with an ability to think proactively and prioritize work
• Ability to make independent, informed decisions

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.

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.