Office Administrator- Office of Research and Innovation Carle Illinois College of Medicine
Job Summary
The primary role of the Office Administrator is to provide specialized administrative support to the Associate Dean for Research and Innovation, and the faculty, staff, students and activities affiliated with the Office of Research and Innovation in the Carle Illinois College of Medicine.
Major Duties and Responsibilities:
Administrative
• Manage the complex workflow for the Associate Dean and the Office of Research and Innovation. Keep abreast of all issues before the Associate Dean so that all matters are handled appropriately.
• Provide administrative support across the research enterprise of the college including:
o Direct administrative support to the Associate Dean and other leaders within the unit.
o Manage complex office workflows for the office and the research enterprise across the college.
• Schedule activities based on need and importance and setting priorities to ensure efficient coordination of activities.
• Maintain knowledge on current and developing research activities and initiatives in the college and in collaboration with Carle Health, the university, and with external stakeholders.
• Serve as a liaison between the Associate Dean with Executive Officers, faculty and staff at the Carle Illinois College of Medicine and the university. Follow policies and procedures for the college and the university to ensure efficient operation of the college.
• Independently respond to routine correspondence that may contain confidential and/or sensitive information. Preparation of correspondence must reflect knowledge of subject matter and appropriately represent college standards; at times responding on behalf of the Associate Dean.
• Research and update presentations for the Assistant and Associate Deans.
• Establish and maintain confidential records and files.
Event and Program Management and Coordination
• Coordinate and participate in onsite and offsite meetings. This includes but is not limited to:
o Coordinating availability and invitations, preparation and distribution of meeting materials, securing meeting space, and recording of minutes.
• Provide administrative support for college innovation and research events including the biannual Health Make-A-Thon competitions and the Health Innovation Research Day.
• Organize/coordinate meetings and events for members and groups including college Research Advisory Board, Carle Illinois Research Mentors, and others.
o Ensure documentation and archival of agendas/meeting minutes/materials are made available as appropriate including upload/maintenance to the intranet
• Serve as a key administrative support resource for the Health Maker Lab competition including:
o Coordinate/facilitate events and training
o Facilitate access and coordination with faculty and facilities
o Manage/coordinate purchases
• Provide administrative support for programs including Student Publication Fund award process and Innovation Pathway Program.
Fiscal
• Coordinate any procurement, travel, conference registration, and process reimbursements for unit leadership and other administrative staff as requested.
• Monitor and maintain office supplies utilizing applicable campus purchasing system and online markets.
• Reconcile all charges in the applicable campus systems. Remain knowledgeable on current policies surrounding purchasing and travel reimbursement policies.
• Exercise substantial independent judgment in planning, travel reservations and the preparation of final travel itineraries.
Operations/Compliance
• Under the guidance of the Associate Dean and other unit leaders, provide administrative support for research regulatory and compliance activities.
• Provide senior level administrative support for research operations including:
o Shared-equipment and shared-facility policies and procedures.
o Oversight and management of industry-supported research and relational agreements with the college.
• Under the direction of the Associate Dean, provide support in implementing, and/or maintaining policy and procedural changes.
Other Activities
• Provide administrative support to the Dean's Office as requested.
• Perform related duties as assigned.
• Foster a culture of diversity and inclusion within the Carle Illinois College of Medicine.
• Establish and maintain effective working relationships; work cooperatively and collegially with others in a manner consistent with a workplace of dignity and respect; 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.
Minimum Qualifications
1) High school diploma or equivalent.
2) Any one of the following from the categories below:
A) Four (4) years (48 months) of work experience comparable to the third level of this series.
B) Two (2) years (24 months) of work experience comparable to the fourth level of this series.
Knowledge, Skills and Abilities
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