Administrative Assistant (to Chief Advancement Officer) - College of Medicine

University of Illinois Chicago
life insurance, paid time off, retirement plan
United States, Illinois, Chicago
Jan 03, 2026
Administrative Assistant (to Chief Advancement Officer) - College of Medicine Administrative Assistant (to Chief Advancement Officer) - College of Medicine Hiring Department: Administration Location: Chicago, IL USA Requisition ID: 1038801 FTE: 1 Work Schedule: Monday - Friday, 8:30AM - 5:00PM Shift: Days # of Positions: 1 Workplace Type: Hybrid Posting Close Date: January 17, 2026 Salary Range (commensurate with experience): $70,473.00 - 76,264.50 / 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. Reporting to the Chief Advancement Officer (CAO) in the College of Medicine, the Administrative Assistant (AA) will provide coordination between the College of Medicine Advancement Office, the College of Medicine Dean's Office, the Office of the Vice Chancellor for Advancement (OVCA), and other university units and perform a variety of administrative functions in support of programs, operations, and services. This position will be responsible for knowing and understanding University, University of Illinois Foundation (UIF), and College of Medicine policies and procedures. Duties & Responsibilities: Provides a wide range of high-level, complex, and confidential office administration and support to the CAO and the overall College of Medicine Advancement office. Serves as the CAO's principal administrative contact with internal and external constituencies. Manages CAO's calendar, meetings, appointments, and events, while proactively addressing conflicts and ensuring timely reminders. Coordinates CAO's travel arrangements, including transportation, hotel accommodation, and preparation of itineraries, and reimbursements, which requires knowledge about travel policies and procedures to ensure compliance with established University and departmental travel guidelines/restrictions. Provides coordination between College, UI Health, and OVCA leadership, and high-level donors in regard to College advancement activities, meetings, special events, and alumni and donor relations. Schedules and manages all meeting and logistics for CAO-led meetings. Coordinates and prepares presentations, handouts, catering, rsvp and audio-visual support. Responsible for taking minutes, when appropriate. Prepares highly confidential briefings and reports. Manages work-flow in a timely and accurate manner. Reviews, assesses, routes, answers, and monitors follow-up action steps on correspondence related to CAO and College activities. Gathers and analyzes information required for administrative reporting. Uses and maintains proficiency in multiple technical applications including word processing, CRM database, spreadsheets, graphics and presentation software, electronic calendar, email and other technical/scientific applications. Assists CAO with entering prospect activity and contact reports in the alumni and donor database. Manages and monitors progress of CAO, unit, and program projects (i.e. annual goals/planning, employee performance evaluations, personal communications to donors/prospects, etc.); ensures deadlines are met; reviews completed tasks; ensures changes are made as appropriate. Learns, understands and actively follows University, College, OVCA, UIF and departmental policies and procedures. Helps coordinate onboarding for new staff under CAO's purview Other duties and special projects as assigned by CAO and as appropriate for an AA classification 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: Thorough knowledge of general office operations and procedures to effectively contribute toward the success of operations and services administered by the department and ensure the accuracy of information provided to offices/persons seeking assistance from this office. Proven experience in calendar management, meeting coordination, and administrative support roles, preferably in a higher education setting. Competency with Microsoft programs, database concepts, and good document management practices. Ability to exercise courtesy, tact, and diplomacy when receiving calls and answering questions from persons both inside and outside the University. Must have a comprehensive knowledge of the functions and responsibilities of the CAO and CAO's direct reports within the College of Medicine Advancement Office in order to assist and respond to inquiries from College staff, donors, and alumni. Ability to maintain confidentiality and handle sensitive information with discretion. Ability to compose tactful and clear correspondence and memoranda without specific instructions and review. Comfort and willingness to be proactive, notice when something needs to be done, and take calculated risks to achieve maximum effectiveness. Comfort in managing and guiding the CAO appropriately. 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. To apply, visit https://uic.csod.com/ux/ats/careersite/1/home/requisition/18650?c=uic Copyright 2025 Jobelephant.com Inc. All rights reserved. Posted by the FREE value-added recruitment advertising agency jeid-299ac245bad0b04aab89f9b5cd99287d