Business/Administrative Associate

University of Illinois, United States

Updated: 3 months ago
Location: Chicago, ILLINOIS

Business/Administrative Associate

Hiring Department: Hospital Transplant Service

Location:  Chicago, IL USA

Requisition ID: 1023461

Posting Close Date: 2/21/2024

Salary Range:  $65,000-84,000- Commensurate with experience

About UI Health

The University of Illinois Hospital & Health Sciences System (UI Health) provides comprehensive care, education, and research to the people of Illinois and beyond. A part of the University of Illinois at Chicago (UIC), UI Health comprises a clinical enterprise that includes a 495-bed tertiary care hospital, 22 outpatient clinics, and 13 Mile Square Health Center facilities, which are Federally Qualified Health Centers. It also includes the seven UIC health science colleges: the College of Applied Health Sciences; the College of Dentistry; the School of Public Health; the Jane Addams College of Social Work; and the Colleges of Medicine, Pharmacy, and Nursing, including regional campuses in Peoria, Quad Cities, Rockford, Springfield, and Urbana. UI Health is dedicated to the pursuit of health equity.

Position Summary
Provides administrative support to the Associate Chief Operating Officer and various leaders in the transplant program using initiative, independent judgment and discretion concerning priorities with a high degree of specialization.

Duties & Responsibilities

  • Provides administrative supervision of daily activities of the service line, including management of projects, programs, maintenance of office area and supplies.
  • Plans a variety of office support functions designed to maintain effective office/unit procedures and workflows.
  • Responsible for the maintenance, retention and security of essential records and reports.
  • Coordinates the preparation and review of various administrative, personnel and other reports.
  • Analyzes and gathers data from Kronos, Payroll, Banner, Epic, LMS and other systems.
  • Completes/coordinates data requests that pertain to market trends, unit operations, revenue, cost and activity, and financial reporting.
  • Management of unit payroll, staffing, and scheduling processes.
  • Assists with the department’s TJC preparations and provides ongoing support.
  • Represents the division on various internal/external committees as required of position.
  • Coordinates staff/council meetings and all meeting communication. Prepares agendas and meeting minutes. Responsible for distribution of minutes.
  • Provides reports on detailed analyses for department workflows, prepares surveys, business planning and strategy presentations.
  • Acts as a liaison for assigned units and other hospital departments in order to accomplish work objectives.
  • Responsible for scheduling and updating the leader's well as direct reports.
  • Assists the direct reports when their administrative support is out of the office.
  • Maintains personnel records and completes HR transactions for assigned units - such as separations, resignations, recruitment, and retirement of staff. Assists in recruitment processes for assigned units in Transplant Service Line as required.
  • Facilitates affiliation agreements and contracts between assigned units and outside vendors.
  • Ensures all contracts and University policies and procedures, as well as Federal and State regulations are adhered to, as it pertains to the Directors’ direct reports and unit management-related issues.
  • Assists with office tasks, sorting mail and other general support staff functions, including ordering supplies, office maintenance and maintenance of office equipment.
  • Responsible for completing all projects assigned by transplant leadership in a timely manner.
  • Provides advice and consultation regarding the interpretation of University and department policies and procedures.
  • Identifies and recommends areas to improve office efficiency: Assesses needs, identifies required resources, and recommends approaches to implement. Leads/assists in space planning and facility work projects as requested.
  • Reconciliation of University Procurement/Travel cards. Process staff reimbursements.
  • Assists with developing departmental accounts; conducts budget transfers within various accounts and processes purchase orders and payments to vendors.
  • Assist with property accounting. Assist the Director and his/her direct reports in projecting new FY year’s budget and planning.
  • Assists the Director and his/her direct reports with identifying opportunities for productivity improvement and cost reduction initiatives.

    • Minimum Qualifications

    1. Bachelor's degree in business administration, management, or a field related to the position.

     2. Two (2) years of professional business, financial, and/or managerial work experience.

    (NOTE: A Master’s Degree in an area consistent with the duties of the position may be substituted for one (1) year (12 months) of work experience.).

    Preferred Qualifications

  • Ability to effectively interact and communicate with a variety of people through the telephone, virtual meetings,
    face to face or in written form.
  • Exhibits initiative and is able to work independently with limited administrative supervision. Demonstrates
    flexibility, creativity and the ability to work under pressure. Is easily able to prioritize work.
  • Knowledge of various hospital and university systems. Advanced level of computer experience using
    applications like Microsoft Office Word, Excel, Power Point, and Outlook.
  • Basic knowledge of departmental, hospital and university policies and procedures.
  • Accountable for management and coordination of assigned projects using independent judgement.

    • This position requires Illinois residency within 180 days of the hire date

    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 document section of your online application.

    When completing your online application, please be sure to provide detailed information about your job knowledge and specific duties and responsibilities, as your qualifications for any Civil Service position will be primarily determined based on what is contained in the application. Dates of employment and if employed on a full or part time basis (including number of hours per week) must be indicated for each position held. Additional consideration will be given to supporting documentation i.e., resume, transcripts, licenses, and certifications so please be sure to attach all applicable documents.

    If an application is not fully completed and submitted by the close date, the applicant/employee will not be considered for this position.

    For fullest consideration, the above-mentioned requirements must be submitted no later than 2/21/2024.

    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.

    This is a full-time and benefits eligible position.  UI Health offers competitive salaries commensurate with experience.  All full time benefits eligible positions include a comprehensive benefits package which include; Health, Dental, Vision, Life, Disability & AD&D insurance, a defined benefit pension plan as well as paid leave which includes; Vacation, Holiday and Sick. In addition, we offer tuition waivers for employees and dependents. Go to https://www.hr.uillinois.edu/benefits for a complete list of Employee Benefits.

    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, COVID-19 vaccination requirement, and employment eligibility review through E-Verify.

    The university provides accommodations to applicants and employees. Request an Accommodation


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