Office Manager

University of Illinois at Chicago; Rockford (IL); On-site; USD 32,000 - 34,000; Full time

Benefits offered by this job

Health, dental, vision benefits

Retirement plan

Paid time off

Tuition waivers for employees and both

Job summary

University of Illinois Chicago is seeking an Office Manager on-site at the Rockford, IL campus. The role supports the Dean's Office in the College of Medicine with broad administrative duties.

Responsibilities include coordinating meetings, travel, budget support, onboarding and recruitment assistance, and preparing letters and reports. Requires strong interpersonal skills and organizational excellence; two years' related experience preferred.

Qualifications

• Strong interpersonal and communication skills required.
• Excellent organizational abilities with proactive prioritization.
• Ability to make independent, informed decisions.

Responsibilities

• Provide administrative support to department chairs, including scheduling meetings and events, coordinating travel and conference registrations, processing reimbursements, and preparing materials for classes and meetings.
• Assist with faculty appointment and onboarding processes by collecting documentation, maintaining records, and coordinating communications.
• Manage faculty promotion dossiers and ensure deadlines and policy compliance.
• Process department purchases and reimbursements, reconcile transactions, and assist with budget planning and monitoring.
• Prepare letters, reports, and other professional documents; compile and maintain information for recurring reports.
• Provide committee support, including meeting coordination, agenda prep, and minutes.
• Schedule and collect annual evaluations and mandatory trainings; manage faculty files.
• Perform other duties and special projects as assigned.

Skills

Interpersonal skills

Organizational skills

Independent decision making

Education

High school diploma or equivalent

Job description

Posted on: 10/14/2026 - Application Deadline: 10/25/2026

Salary Range: Thebudgeted salary range for the position is $22.93/hr - $24.34/hr. Salary iscompetitive and commensurate with qualifications and experience, while alsoconsidering internal equity.

This position is located on the Rockford campus 90 milesnorthwest 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

This position performs a variety of administrative and clerical dutiesto support academic departments in the College of Medicine. This includesserving as the delegated administrative support and liaison between thedepartment chairs, their faculty, students, the dean's office as well asaffiliated hospitals in the execution of the duties and responsibilities.Duties require the use of judgment and initiative and require extensiveknowledge of the organization, programs, and the activities of theadministrators they support. It is essential for the employee to have theability to exercise discretion in the handling of sensitive and confidentialinformation.

Duties & Responsibilities

• DepartmentAdministrative Support - Provideadministrative support to assigned department chairs, including schedulingmeetings and events, arranging event logistics, coordinating travel andconference registrations, processing reimbursements, and preparing materialsfor classes, meetings, and student-related activities.
• FacultyAppointment and Recruitment Support - Assistwith faculty appointment and onboarding processes by collecting requireddocumentation, maintaining faculty records and credentials, preparingappointment-related correspondence, and coordinating communications with newfaculty members. Support faculty recruitment efforts by coordinating candidateitineraries, travel arrangements, and interview logistics.
• FacultyPromotion Coordination - Manageand support faculty promotion dossier preparation in Interfolio and remaincurrent on related training. Collaborate with faculty to compile and verifyrequired documentation, monitor progress, ensure deadlines are met andcompliance with UICOM policies, and maintain accuracy and timeliness throughoutthe promotion process.
• FinancialAdministration and Budget Support - Processdepartmental purchases and reimbursements, reconcile transactions in universityfinancial systems, maintain expenditure records, ensure compliance withuniversity policies, and assist with budget planning and monitoring.
• Lettersand Document Preparation and Reporting - Assist the chairs, faculty and students with thepreparation of letters of recommendation for residency application. Monitorprogress of letters for early match programs and review letters for accuracybefore 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-relatedadministrative needs.
• CommitteeSupport - Provideadministrative support to department committees, including meetingcoordination, agenda preparation, contacting presenters to confirm readiness,gathering and sharing materials, attending the meetings to take minutes andanswer questions, and follow-up activities. Ensure the department is aware ofchanges to policies and protocols.
• Evaluationsand Compliance Tracking - Responsiblefor scheduling and collecting annual evaluations for faculty each academicyear. Provide administrative support for faculty including tracking/collectingvacation/leave reports and ensuring completion of mandatory annual trainings(e.g., RNUA, Ethics, HIPAA, Safety, etc.), as well as maintaining departmentfaculty files.
• OtherDuties Performother 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.

Office Manager

Hiring Department: Dean's Office

Location: Rockford, IL USA

Requisition ID: 1043360

Workplace Type: On-Site

Posting Close Date: 10/25/26

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.

Looking for more University of Illinois positions?

We invite you to search for positions at each of the University of Illinois locations, the University of Illinois System Office and the University of Illinois Foundation. The University of Illinois System Office supports the primary missions of teaching, research, public service, and economic development for all of the Universities and offers positions in all locations. The University of Illinois Foundation is the official fundraising and private gift-receiving agency for the University of Illinois and also offers position in all locations. Click the links below to search for other University of Illinois positions.