Administrative Aide
Hiring Department: Internal Medicine
Location: Peoria, IL USA
Requisition ID: 1041106
FTE: 1
Work Schedule: M, Tu, Th, 7 \- 5 F, 7 \- 4:30
Shift: Days
\# of Positions: 1
Workplace Type: On\-Site
Posting Close Date: 5/10/2026
Salary Range (commensurate with experience): $29\.08 \- $34\.75
*Please note that this position is not remote and is onsite in Peoria, IL.*
About UICOMP
The University of Illinois College of Medicine Peoria (UICOMP) educates 244 medical students and nearly 300 physician residents annually. It is one of four campuses that make up the nation’s largest public medical school. The Peoria campus is known among students for its small class sizes, rigorous curriculum and hands\-on clerkships; to residents and fellows for the strong academic setting, large referral base and exceptional facilities; and by physicians seeking the ideal combination of teaching and practicing medicine in a research\-based university setting.
This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.
Position Summary
Under administrative direction, the Administrative Aide provides advanced, confidential, and executive\-level administrative support to the Department of Medicine. The position coordinates complex operations, serves as liaison with internal and external partners, manages sensitive personnel processes, oversees office workflows, and supports departmental leadership and committees. Duties require discretion, analytical judgment, independent decision making, and a comprehensive understanding of departmental procedures and university policies.
Duties \& Responsibilities
Executive and Departmental Administrative Support
Directs and coordinates comprehensive administrative support for the Department, with primary responsibility for supporting the Department Chair.
Manages complex calendars for the Chair and Associate Chairs; schedules meetings, conferences, and appointments; proactively monitors priorities and deadlines.
Prepares, manages, and maintains confidential materials, including documentation for annual faculty evaluations.
Screens and prioritizes the Chair’s mail; responds to inquiries and independently resolves issues within scope.
Composes, edits, and finalizes correspondence involving confidential, technical, or sensitive information.
Perform other related duties and participate in special projects as assigned.
Committee and Meeting Support
Provides specialized administrative coordination for the Department of Medicine Executive Committee and subcommittees:
– Secures agenda items
– Prepares and validates meeting materials
– Coordinates meeting logistics
– Records and distributes minutes
– Manages faculty nomination processes
Records and prepares minutes for monthly Department Faculty Meeting and other assigned meetings.
Faculty Promotion, Tenure, and Evaluation Support
Develops and monitors timelines for faculty promotion packets; tracks progress and communicates barriers to timely completion. Coordinates, compiles, and integrates information from CVs, university systems, hospital files, and publication databases for promotion packets.
Oversees Office Manager work related to packet completeness and accuracy; ensures compliance with university guidelines. Drafts correspondence to external reviewers on behalf of the Department Chair.
Supports the Promotion \& Tenure Committee by interpreting procedures, preparing reports, coordinating meetings, and processing revisions requested by committee members.
Liaison and Communication Functions
Serves as liaison between department faculty and non UICOMP committees.
Acts as departmental representative to internal and external partners, including the College of Medicine, OSF Saint Francis Medical Center, UnityPoint Methodist, and UnityPoint Proctor.
Interprets and explains departmental policies and procedures to faculty, staff, and external stakeholders.
Manages the full lifecycle of the Department’s faculty\-student mentorship process, including intake and assessment of student mentor requests; identification and recruitment of appropriate faculty mentors based on programmatic needs and faculty expertise; coordination of mentor\-mentee pairings; and formal reporting of assignments to the Assistant Dean for Student Affairs.
Supervision
Supervises, mentors, evaluates, and coordinates the activities of departmental staff.
Recruits, hires, orients, trains, and leads staff to meet departmental and organizational needs.
Develops job descriptions and oversees personnel transactions.
Record and Leave Management
Tracks and reports vacation, sick time, and floating holiday use for faculty, academic professionals, and staff; interprets applicable policies.
Minimum Qualifications
- High school graduation or equivalent
- Any one or any combination totaling five (5\) years (60 months) from the following categories:
- 60 semester hours or an Associate's degree equals one (1\) year (12 months)
- 90 semester hours equals two (2\) years (24 months)
- 120 semester hours or a Bachelor's degree equals three (3\) years (36 months)
- Master's degree or higher equals four (4\) years (48 months)
+ college course work in business, finance, accounting or a related field:
progressively more responsible general or specialized office experience which included aspects of supervising staff or a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles
+
Preferred Qualifications
Experience in medical/clinical/academic field is preferred.
Intermediate level of expertise in Excel, Word and PowerPoint is preferred.
Extensive experience developing constructive and cooperative working relationships with employees within OSF.
A proven track record of effectively working with faculty and staff outside the Department of Internal Medicine is preferred. The ability to work independently and exercise judgment to make complex decisions is preferred. The incumbent will have access to highly confidential Departmental information, therefore impeccable judgment regarding confidentiality of information is required.
To Apply: For fullest consideration click on the Apply Now button, please fully complete all sections of the online application including adding your full work history with specific details of your duties \& responsibilities for each position held. Fully complete the education, licensure, certification and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the application.
Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date. Illinois Residency is required within 180 days of employment.
Sponsorship for work authorization is not available for this position.
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.