Program Assistant (Assistant to the Dean) - Office of the Dean - College of Dentistry

Details

Posted: 10-Apr-24

Location: Chicago, Illinois

Type: Full-time

Salary: Open

Categories:

Dean
Executive

Internal Number: 5166732

Program Assistant (Assistant to the Dean) - Office of the Dean - College of Dentistry
Program Assistant (Assistant to the Dean) - Office of the Dean - College of Dentistry
Hiring Department: Dentistry Dean's Office
Location: Chicago, IL USA
Requisition ID: 1022562
Posting Close Date: April 23, 2024
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 is a full-time and benefits eligible position. UIC offers competitive salaries commensurate with experience. In addition 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. Click for a complete list of Employee Benefits
Description:
Under the direction of the Dean, this position provides professional level duties that support the Office of the Dean and the College leadership as well as serves as the primary resource to the Dean and the Associate Deans.
Duties & Responsibilities:
Program Management/Office of the Dean:

Provide a high level of expertise and operational leadership in the Office of the Dean to help determine and accomplish the organization's goals and objectives effectively.

Advises the Dean on office and department activities and serve as the primary contact for departments needing to work with the Dean. Manages the day-to-day workflow of the Dean (managing the Dean's calendar, travel arrangements/schedules, monitoring incoming mail, keeping the Dean apprised of daily messages and events).

Efficiently handles confidential and sensitive information essential to the operations of the Office of the Dean.

With a high level of professionalism manages communications and outreach made to the Dean's Office, including application for historical and/or past practice information, and development of appropriate responses for a wide range of constituents, which include patients, students, faculty, staff and the outside public on matters of significance.

Identify, prioritize, and synthesize relevant communications, information, and developments of significance, which affect the Dean and college leadership; advises the Dean on protocol, as appropriate. Identify and evaluate pertinent communications issues, and using discretion and judgement develop and execute strategies for addressing them.

On request by the Dean, to take, assemble and archive leadership meeting agendas and minutes.

On request of the Dean, to provide coordination of archived documents and relevant information for various college-wide accreditation or other regulatory processes.

Responsible for the daily operations of the Office of the Dean including calendaring, ordering supplies, requisitions, mail distribution, purchase orders, submitting telecom, facility or copy repairs and tech support requests for the Dean and the Associate Deans.

Work closely with the associate deans and directors to advise and set priorities for the presence of the Dean's Office members at internally and externally focused events and meetings; direct the planning and scheduling of travel, events, and appointments.

Manages meeting coordination, planning, vendor support and event(s) deployment for the general College Operations.

Works with Department Heads and Associate Deans to ensure coordination of College activities.

Coordinate the Department Head and Associate Dean(S) review and search process for the college. Including working with external reviewers (coordinating itinerary and travel planning), working with the Office of the Provost to ensure compliance with campus policy, and working with the unit that is undergoing the review.

Research complex inquires using multiple sources for quality control concerns and solves problems on individual cases or triage to the appropriate College Administrative, Research, Academic or Clinical Operations

Greet and assist patients with questions/concerns Ability to communicate oral and written effectively in English and Spanish
Business/Operational Management:

Resolve issues related to accounting, record keeping and other activities. Research and respond to inquiries from vendors, departments and finance. Ensure products, maintenance, licenses, consulting and contracts are ordered and payments submitted. Process P-Card and (T-Card) , TEM transactions and ensure transactions are in compliance OBFS policy and procedures.

Process related expenses such as payments, cash receipts, vouchers, and requisitions; confirms payments have been processed to completion.

Responsible for all activities related logistical planning for College Sponsored events such as committee meetings, leadership retreats, meetings events, etc.

Assists the Dean and Associated Deans with projects and technical reports.

Performs other related duties and participates in special projects as assigned.
Minimum Qualifications Required:

Bachelor's degree.

Demonstrated experience in the day-to-day support and management of department activities related to Senior Leadership managerial projects and programs.

Preferred Qualifications:
Knowledge of clerical(managing files and records, inventories) and reception procedures
Knowledge of College and department policies and procedures regarding Banner processing
Reading comprehension, understanding of written work related documentation
Perform administrative support tasks, i.e., correspondence, reports, operation of office equipment, etc.
Information technology skills - skilled in operation of word processing, spreadsheets, etc.
Efficient handling of confidential information for the smoot operation of department
Ability to deal with the public and clients in a friendly positive manner to achieve customers satisfaction
Ability to relay information in speaking and communicating with people
Ability to exercise independent judgement
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. Illinois Residency is required 180 days of employment.
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.
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
Looking for more University of Illinois positions?
We invite you to search for positions at each of the University of Illinois locations, the University of Illinois System Office and the University of Illinois Foundation. The University of Illinois System Office supports the primary missions of teaching, research, public service, and economic development for all of the Universities and offers positions in all locations. The University of Illinois Foundation is the official fundraising and private gift-receiving agency for the University of Illinois and also offers position in all locations. Click the links below to search for other University of Illinois positions.
University of Illinois Urbana-Champaign
University of Illinois Springfield
University of Illinois System Office
University of Illinois Foundation
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.
To apply, visit https://uic.csod.com/ux/ats/careersite/1/home/requisition/7994?c=uic
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About University of Illinois - Chicago
The University of Illinois Chicago is the city’s largest university and its only public Carnegie Research 1 institution. Its 16 academic colleges serve close to 34,000 undergraduate, graduate and professional students. UIC is recognized as one of the best public universities and one of the most ethnically rich and culturally diverse campuses in the nation, located in the heart of Chicago, it is an integral part of the city's educational, technological and cultural fabric.
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