Administrative Assistant Jobs in Chicago, IL

Administrative Assistant - Cancer Center

Hiring Department: Cancer Center

Location: Chicago, IL USA

Requisition ID: 1043124

FTE: 1

Work Schedule: 37.5 hours/week, Monday - Friday

Shift: Days

# of Positions: 1

Workplace Type: Hybrid

Salary Range (commensurate with experience): $65,000.00 - 92,000.00 / Annual Salary

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, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

The Administrative Assistant to the Director for the UI Cancer Center (UI CC), a self-motivated, diplomatic and responsible team player, works independently and requires a high level of confidentiality, discretion, and independent judgment in a fast-paced, ever-changing environment. This position supports the Director in all aspects of the role, through communications, project management, and managing the priorities of the Director, including oversight of scheduling and travel arrangements. The incumbent also supports the day-to-day operations for Office of the Director of the UI Cancer Center, providing information and services to a wide range of internal and external constituencies. This position requires the knowledge and understanding of the University, UI Health, Miles Square Health Center (MSHC), and departmental/college policies and procedures.

Duties & Responsibilities:

• Provides a wide range of high-level, complex and confidential office administration and support to the Director of the UI Cancer Center.
• Oversees management of the Director’s schedule, managing calendars and organizing large volumes of meetings, travel arrangements, conferences and other activities. Creates briefs of all meetings on the Director’s calendar.
• Serves as the Director’s principal administrative contact with UI CC , UI Health, and Mile Square Health Center (MSHC) employees, university offices, UI Health, department/college staff, and external constituents.
• Communicates directly, internally and externally at all levels of the organization; preparing highly confidential briefings, reports and non-routine information.
• Prepares agenda, presentation, supporting documents for all Director-led meetings, including taking/distributing minutes as necessary.
• Prepares correspondence by composing and editing a variety of documents for Director’s review and approval for dissemination.
• Review, assess, route, respond and follow-up on action items as related to the UI CC Director’s activities, such as regularly occurring requests for information; disseminating general correspondence, memos, letters, meeting minutes, charts, tables, graphs, etc. Responsible for accuracy and clarity of final copy.
• Develop drafts of correspondence to internal and external stakeholders.
• Manages and oversees coordination of high level administrative and faculty search itineraries, related correspondences and travel arrangements.
• Assists with preparation of research and evaluation reports, provides assistance with research and evaluation activities and provides research support and data analysis.
• Perform other related duties as assigned and participate in special projects as assigned.

Minimum Qualifications Required:

1. High school graduation or equivalent

2. Any one or any combination totaling five (5) years (60 months) from the following categories:

A. college course work in business, finance, accounting or a related field:

• 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)

B. progressively more responsible professional, managerial and supervisory experience that included experience in areas such as supervising staff or a job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles.

Preferred Qualifications:

• Demonstrated experience within a cancer center in an administrative assistant role, with proven project management skills
• Experience managing deadlines
• Experience supporting research programs
• Experience in self-service reporting capabilities in the business intelligence suite of tools and applications
• Ability to collaborate in a team-based environment with diverse constituencies

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.

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.