Office Manager

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

Position Summary This position performs a variety of administrative and clerical duties to support academic departments in the College of Medicine. 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 Responsibilities

• Department Administrative Support - 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 Appointment and Recruitment Support - 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.
• Faculty Promotion Coordination - 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 - 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.
• Letters and Document Preparation and Reporting - Assist the chairs, faculty and students with the preparation of letters of recommendation for residency application. Monitor progress of letters for early match programs and review letters for accuracy before electronic submission to ERAS. 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 - Provide administrative support to department committees, including meeting coordination, agenda preparation, contacting presenters to confirm readiness, gathering and sharing materials, attending the meetings to take minutes and answer questions, and follow-up activities. Ensure the department is aware of changes to policies and protocols.
• Evaluations and Compliance Tracking - Responsible for scheduling and collecting annual evaluations for faculty each academic year. Provide administrative support for faculty including tracking/collecting vacation/leave reports and ensuring completion of mandatory annual trainings (e.g., RNUA, Ethics, HIPAA, Safety, etc.), as well as maintaining department faculty files.
• Other Duties Perform other duties and special projects as assigned.