Administrative Aide - Carle Illinois College of Medicine

Duties & Responsibilities

• Department Wide Strategic Initiatives
  
  • Work closely with department leadership to support the planning, organization, and implementation of department–level strategic priorities and initiatives. In partnership with department leadership, develop, coordinate, and execute plans to ensure the success of strategic projects and programs on behalf of the department.
  • Participate in the planning, design and implementation of initiatives and the establishment of new units within the college.
  • Manage the complex workflow for department initiatives, including scheduling activities based on need and importance and setting priorities to ensure efficient coordination of activities.
  • Support emergent strategic projects within the department, as well as broader college-wide initiatives.


• Administrative
  
  Provide administrative support to the current Department Head, Associate Department Head(s) and director.
  • Manage the complex workflows as directed, keeping abreast of all issues so that matters are handled appropriately with discretion and strict confidentiality. Schedule activities based on need and importance. Establish priorities to ensure efficient coordination of activities.
  • Under the direction of the Department Head, provide support in developing, implementing, and/or maintaining policy and procedural changes.
  • Prepare correspondence that reflects knowledge of subject matter and appropriately represent college standards; at times responding on behalf of College Leadership.
  • Keyboard documents containing confidential and/or sensitive information, research, and update PowerPoint presentations. Establish and maintain confidential records and files on specific initiatives/projects.
  • Serve as a liaison between the Department Head, department faculty, staff and students, and the campus.
  • Interpret policies and procedures for the Department(s) and the college to ensure efficient operation of the Department(s). Work closely with others to establish, implement, and manage processes that are in support of the department(s) priorities and initiatives.
  • As requested, and under the direction of the Department Head or Director, provide cross-coverage/support to developing departments from the Clinical Sciences department
  • Participate in the analysis, design, and implementation of the office information systems.
  • In collaboration with MarCom, ensure the department’s webpage is maintained and kept up-to-date.
  • Supervise and manage the work of office support staff as directed.


• Fiscal
  
  • Coordinate travel, reconcile charges, conference registration, and/or process reimbursements in the applicable campus system.


• Other
  
  • Establish and maintain effective working relationships in a manner consistent with a workplace of dignity and respect.
  • Foster a culture of diversity and inclusion; support and engage in equal employment opportunity principles, rules, and regulations
  • Champion positive inter-professional relationships bridging the college’s private/public organization and missions
  • Perform other related duties or projects as assigned