Job Listings

Office Manager - Carle Illinois College of Medicine

University of Illinois at Urbana-Champaign
Job Location:
Urbana, Illinois
Administrative Assistants
Office Manager - Carle Illinois College of Medicine

Job Summary
Under administrative direction, support the operational and administrative functions for human resources in the Carle Illinois College of Medicine. This position handles sensitive and confidential personnel information on a day-to-day basis.

Recruitment and Employment

Provide overall support for academic and civil services searches.
  • Initiate and manage applicant tracking system workflow; monitor form statuses through to completion.
  • Organize and communicate with hiring officials, search committee members, and candidates.
  • Post job announcements, compile posted announcements for saving and uploading into the applicant tracking system.
  • Monitor submitted applicant material; redact, save and upload frequently for access by search committee members.
  • Provide administrative support for search related compliance activities including: unconscious bias training, visual compliance checks, employment of relatives, background checks, misconduct checks.
  • Coordinate/schedule meetings, interview schedules, itineraries, presentations; prepare materials/documents, organize travel, assist with communications.
Support the onboarding and orientation process for new hires.
  • Ensure timely completion of all required and supplemental pre-employment activities including Form I-9 and web-based New Hire.
  • Assist hires with new hire forms and coordinate new hire logistics.
Transaction Processing

Provide support with the processing of all appointments and
employment related transactions in the college.
  • New hires, reappointments, retire rehires, hourly (extra help, academic hourly, student) and courtesy faculty appointments.
  • Assist with the approval process, monitor transaction status, and coordinate related documentation.
  • Ensure accurate and timely processing of HRFE transactions.
  • Support transactional details for defined, term, and episodic faculty service and pay.
Provide support with employment related agreements, including
Memorandums of Understanding and Shared Employee Agreements, and Service in
Excess. Support the various stages of the agreement process.
  • Draft and finalize agreements.
  • Transmit agreements (using applicable document management system).
  • Track status, execute, file, amendment, and renew agreements.
  • Monitor agreements for periodic payment, assist in payment processing.
Systems/Records Management
  • Provide support with unit and college level organization and data management.
  • Provide administrative support for complex faculty/staff data across multiple systems; ensure accuracy and completeness of data. Prepare and distribute standard and ad hoc data collection/reporting.
  • Maintain sensitive and confidential records, files, and databases; ensuring accuracy and completeness of data. Provide support with the periodic and systematic review records/data systems for auditing purposes.
  • Work closely with HR staff to review and update documentation such as internal checklists, standard forms, process guidelines, letter templates and packets.
  • Provide input for process improvements related to human resource operations.
  • Provide administrative support to maintain college and unit level organization charts, publish, review, and update.
  • Serve as backup for payroll related activities in the college including approval of bi-weekly time reporting; payroll adjustment processing; labor redistribution processing; other transactions related to payroll and compensation.
  • Serve as backup for leave reporting.
Policy/Compliance Reporting
  • Provide administrative support for campus and system-based compliance required activities, including: annual ethics training, annual sexual misconduct training, quarterly cybersecurity training. Monitor reports and ensure timely completion adhering to and campus deadlines and policy.
  • Serve as back up to assist with annual/semi-annual college compliance activities, including service agreement codes on NOAs, renewal of remote work agreements, review of required labor postings. Provide support to the HR unit and college with dissemination of information and required documents. Ensure all documents are properly updated, organized and retained.
  • Serve as a resource to college leadership, faculty and staff on matters pertaining to human resources and administrative issues impacting the college.
  • Perform other duties as assigned.
  • Establish and maintain effective working relationships; work cooperatively and collegially with others in a manner consistent with a workplace of dignity and respect; support and engage in equal employment opportunity principles, rules, and regulations.
  • Foster a culture of diversity and inclusion within the Carle Illinois College of Medicine.
    Champion positive inter-professional relationship bridging the college's private/public organization and missions.
Physical Demands
  • Standing : Occasionally
  • Walking : Occasionally
  • Stairs : Rarely
  • Sitting : Constantly
  • Talking : Constantly
  • Hearing : Constantly

  • Minimum Qualifications
    1. High school graduation or equivalent.
    2. Two (2) years (24 months)of work experience comparable to the third level of this series.
      * Work experience performing office/clerical activities, including use of computer systems.
    Appointment Information

    This is a 100% full-time Civil Service 3266 - Office Manager position, appointed on a 12-month basis. The expected start date is as soon as possible after 8/22/2022. Salary is commensurate with experience.

    Application Procedures & Deadline Information

    Applications must be received by August 12, 2022. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through will not be considered. For further information about this specific position, please contact For questions regarding the application process, please contact 217-333-2137.

    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.

    Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing

    Requisition ID: 1010588

    Job Category: Administrative Support

    Apply at:
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