What are the responsibilities and job description for the Administrative Assistant position at uic?
Position Summary
The Administrative Assistant provides high level professional assistance for the administrative functions of the Dean's Office and the Office of Faculty Affairs at the College of Medicine Rockford. The Dean's Office supports the overall mission and vision of the Rockford campus and the Office of Faculty Affairs provides programs and guidance related to faculty development and faculty track, rank and tenure policies and procedures. This position provides executive support to both units and serves as a liaison between departments and other constituencies. The position requires discretion, decision-making, accuracy and ability to utilize multiple systems.
Duties & Responsibilities
• Provides direct supervision to the Office Managers in the Dean's Office and select academic departments including hiring, evaluating and approving work time and overtime, supervision of daily work products and any necessary training. Ensures appropriate workspace and equipment are available new hires. Participates in the interview and selection process of other academic department lead administrative support staff.
• Supports the Rockford Regional Faculty Appointment Promotion and Tenure Committee by coordinating meetings, taking minutes, collecting required paperwork and assigning packets for review.
• Defines and coordinates timelines to meet UIC submission requirements and meets with key department support staff to address changes in criteria for successful submission. Works with promotion committees to arrange meeting schedules and make proposed changes to packets after submission from the departments.
• Serves as a liaison between departmental personnel and COM Chicago faculty affairs to investigate and advise on faculty appointment issues related to faculty track, rank and tenure. Maintains organized overview of issues, deadlines and responsibilities. Provides guidance, interpretation, multimodal communication and reporting in areas related to faculty track, rank and tenure to department leaders, faculty and administrative assistants.
• Provides faculty with onboarding information related to university processes and systems related to their position.
• Supports the Assistant Dean for Faculty Development with the administration of faculty development programs on the UICOMR campus. Collaborates with educational and administrative support units to achieve faculty development program goals including expectations, processes and procedures for existing faculty as well as new instructors. Coordinates the evaluation process for the effectiveness of training initiatives and sessions.
• Assists UCOMR staff and faculty with coordinating Continuing Medical Education (CME) requirements with the CME Office in Chicago. Prepares necessary paperwork for approval of credits awarded, serves as liaison to faculty speakers, monitors attendance for receipt of CME credits and submits all quarterly reports.
• Assists the Assistant Dean for Faculty Development with development and implementation of strategic plans, annual goals, objectives, and administrative direction for the unit.
• Provides content for the Faculty Affairs website.
• Reconciles the dean's accounts in Chrome River per University guidelines.
• Maintains the UICOM-Rockford faculty database with support from UICOMR IT and department administrative staff.
• Develops and manages mechanisms to measure, track & report faculty service and engagement. Solicits faculty willingness to serve for and participate in all College of Medicine Rockford committees and Rockford representation on college-wide committees.
• Schedules all annual budget meetings, all faculty/staff annual evaluation meetings, and various other campus related events coordinated by the Dean’s office.
• Serves on committees related to position. Responsible for coordinating annual faculty awards, including College of Medicine Rockford Distinguished awards departmental Faculty of the Year awards. Solicits all nominations, prepares ballots, orders awards, notifies winners, plans and assists in the programming of the various award ceremonies.
• Performs other related duties and participates in special projects as assigned.
