Office Administrator (Peoria IT)

Hiring Department: Information Technology

Location: Peoria, IL USA

Requisition ID: 1013582

Posting Close Date: 12/16/22

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.

The University of Illinois College of Medicine Peoria (UICOMP) educates 265 medical students and more than 300 physician residents and fellows annually. Additionally, it provides clinical care to more than 31,000 patients annually and conducts basic science, clinical and outcomes research. UICOMP is a regional campus of the University of Illinois College of Medicine, a part of the University of Illinois Chicago and University of Illinois System. The College of Medicine Peoria is home to the Cancer Research Center, Center for Wellbeing, and is a collaborator in Jump Simulation. Learn more about UICOMP at http://peoria.medicine.uic.edu.

The Peoria campus is located 170 miles southwest of Chicago.

Description:

Position Summary The Office Administrator is responsible for initiating and coordination the support functions the IT Department with full accountability for results. This position utilizes an extensive knowledge of university programs, policies and procedures, knowledge of travel, purchasing, and IT systems and procedures to contribute to the delivery of computing services across the college. Good judgement, initiative, and discretion are required. The ability to operate various computer systems required. The Office Administrator works under the administrative direction of the Business Administrative Associate. Duties & Responsibilities • Initiates and coordinates administrative support to the Information Technology Department, Maintains an overall view of deadlines and responsibilities within the unit. Independently plans and organizes departmental administrative support functions. Composes, keyboards/transcribes, receives and distributes letters, memoranda and other correspondence that may require synthesis of confidential or technical information including department communications and newsletter. Manages department calendars advising of impending commitments, including scheduling, invitations, agenda items and coordinating complex meeting and events. Proofs and sends communications containing technical systems information to faculty, staff, and students. Maintains confidential, sensitive and or technical files for the department. Represents the department at meetings as requested. Transcribes and distributes meeting minutes and/or documentation highlighting action items. Serves as a resource with offices/departments and outside individuals and /or organizations to coordinate meetings. Expedites travel/conference arrangements including communicating with agents, planners, and facilities to coordinate arrangements and ensures all plans are accurate. Updates and maintains documentation using department branded templates; participates in the development of knowledgebase documentation for IT Service Support, collects and organizes strategic plan documentation/creates SOP. Participates in formal workflow documentation. Creates standard operating procedures and instructions for the position. Participates in the development of the service catalog to improve customer service. Develops and implements recordkeeping processes for CIS. Collect, scan and organize security required documentation. Coordinates reports as needed; conducts research assignments, provides reports and documentation for the development of project and operational budgets. Provides backup for processing inventory and asset change request • Processes IT purchase requests tickets using standard lists or requests quotes from vendor, related to the purchases of hardware, software and printer consumables for departments and project’s needs. Orders supplies and maintains CIS inventory order requests as requested by Inventory Record Control (Property Accounts Manager). Maintains and documents invoices, purchase documentation including POs, T-Card, and P-card expenses. Monitors PO balances. Scans and posts to folders and logs expenses in expense tracker for self, Project Manager and IT Director. Logs expenses in the project specific financial sheets. Prepares reports/spreadsheets for budget projections. Maintains and updates standard devices lists related to the purchases of hardware, software and printer consumables for departments and project’s needs. Posts and maintains IT billing documentation for department reconciliations. Reconciles invoices for printer supply purchases, maintains documentation for customer reconciliation Maintains and updates Service Level Agreements as requested by Director of IT. Maintains time off requests tracking sheet, scans and files requests. Scans and forwards contractor time sheets. • Serves as the liaison for the IT office; answers inquires and solves problems in accordance to poli

Qualifications:

Minimum Qualifications

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