Business Administrative Associate - Department of Pediatrics

University of Illinois at Chicago - Chicago, IL

Job Summary:
The College of Medicine is seeking a Business Administrative Associate within the department of Pediatrics. Under minimal supervision, this position will assist in the operational management of the adminstration of the department of Pediatrics and will perform mid-level administrative functions for the Head and the Director of Administrative Operations. Additionally, will exercise skill, initiative, discretion and independent judgment in the coordination of the administrative activities.

Duties:Key Responsibilities/Duties:
Assist and provides support to the Department of Pediatrics Head and Director of Administrative Operations managing all daily operations and functions in the Departmental Head Office.
Provides standard and ad-hoc reports utilizing appropriate internal systems and databases.
Monitor office expenses against pre-established budgets and reconcile discrepancies.
Coordination of activities for the Head’s office as requested including meetings, conferences and events. Assists in researching and compilation of all material needed for meetings and events the Head is attending.
Review of grant applications, contracts and proposal approval forms, requiring the Head’s approval.
Assist the Director of Adminisjtrative Operations with receiving, preparing and submitting records of Expenditure Contract Approval/Routing Forms and Revenue Contract Approval/Routing Forms.
Acts as University P-Card and Travel Card holder in compliance with OBFS policies and procedures.
Act as liaison with section administrators and triage requests and inquiries accordingly.
Support special events related to Head including travel arrangements, remarks, and other tasks as directed by department leadership.
Provide oversight of special projects, utilizing project management software.
Manage Head’s travel including setting up of all arrangements and maintainin intineraties.

Qualifications:Minimum Acceptable Qualifications Required:
Bachelor's degree in business administration, management or a field related to position.
Two years of professional-level accounting, managerial and/or business experience, including one year at an administrative level.

Preferred Qualifications:
Professional experience in a clinical and/or academic setting.
Maintain confidentiality and ability to exercise discretion and independent judgment to resolve problems.
Ability to work under pressure and deadlines. Must be able to rapidly comprehend, prioritize and expedite all aspects of office operations.
Familiarity with Microsoft Word, Powerpoint, Excel and Outlook required.
Ability to monitor and manage budgets and apply trend analyses, cost accounting, as necessary.

To Apply: For fullest consideration, please complete an online application by clicking the Apply for Position button below.

Fully complete all sections of the online application including adding your full work history with specific duties and responsibilities for each position held.

Please upload all valid certifications and transcripts within the document section of your online application. Documentation of high school completion (official transcripts, copy of diploma or GED certificate) is required in order to be eligible for this position within the University of Illinois Hospital and Health Sciences System.

All civil service positions require an exam. The exam for this position is a Credentials Assessment. You will not be required to report in person for this exam.

Credential Assessment Exam Scoring Information:
You will not be required to report in person for this exam. The updated online application and all uploaded, relevant documents, such as a resume and/or college transcript will be used in the calculation of the exam score. These documents should be uploaded prior to the position close date.

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 a degree or college coursework is required, you must provide official transcripts.

Transcripts/Licenses/Certifications MUST be uploaded electronically to your online application through the "Documents" page on the Civil Service Employment Application (page 4). Be sure to select the appropriate document type before uploading the document.

If your educational institution provides electronic transcripts, please have them sent to

If your educational institution doesn’t provide electronic transcripts, they must mail the transcripts to:

University of Illinois at Chicago
Recruitment and Staffing
Human Resources Building Room 109
715 S. Wood Street M/C 862
Chicago IL 60612
Attn: C83017 - Business Administrative Associate - RS

If an application and all applicable forms, transcripts, and supporting documents are not submitted by the close date, the applicant/employee will not be considered for this position and will be denied.

For fullest consideration, the above mentioned requirements must be submitted no later than 11/01/2019.

We appreciate your interest in employment at the University of Illinois at Chicago.

The University of Illinois is an Affirmative Action/Equal Opportunity Employer.