New 
Administrative Aide
 University of Illinois Chicago | |
life insurance, paid time off, retirement plan
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 United States, Illinois, Chicago | |
 May 07, 2026 | |
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Administrative Aide Administrative Aide Hiring Department: Internal Medicine Location: Peoria, IL USA Requisition ID: 1041118 FTE: 1 Work Schedule: M - F, 8 a.m. - 4:30 p.m. Shift: Days # of Positions: 1 Workplace Type: On-Site Posting Close Date: 5/9/2026 Salary Range (commensurate with experience): $29.08 - $34.75 Please note that this position is not remote and is onsite in Peoria, IL. About UICOMP The University of Illinois College of Medicine Peoria (UICOMP) educates 244 medical students and nearly 300 physician residents annually. It is one of four campuses that make up the nation's largest public medical school. The Peoria campus is known among students for its small class sizes, rigorous curriculum and hands-on clerkships; to residents and fellows for the strong academic setting, large referral base and exceptional facilities; and by physicians seeking the ideal combination of teaching and practicing medicine in a research-based university setting. 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. Position Summary Under administrative direction, the Administrative Aide provides high level, proactive, and confidential administrative support to the OSF SFMC Chair of the Department of Medicine. The position manages executive level communications, coordinates clinical/committee operations, oversees credentialing activities, ensures compliance with medical center and Joint Commission requirements, supervises staff, and serves as a primary liaison between departmental leadership, clinical partners, and internal/external stakeholders. Work requires independent judgment, strong organizational skills, detailed policy interpretation, and strict confidentiality. Duties & Responsibilities Executive Administrative Support Provide proactive, high level administrative support to the OSF SFMC Chair of the Department of Medicine. Maintain continuous awareness of high impact deadlines and departmental initiatives; ensure the Chair remains informed, prepared, and appropriately briefed. Manage the Chair's calendar, including all scheduling, meeting coordination, and logistical arrangements. Draft, edit, and manage confidential correspondence requiring information synthesis, judgment, and interpretation of policy and procedure. Prepare letters, memoranda, agendas, reports, and other sensitive or confidential documentation. Manages all administrative components of the Department of Medicine's bi-annual elections by distributing nomination requests for Chair, Vice Chair, and Section Chiefs; organizing and tallying nominations; preparing and issuing official ballots; compiling election results; and providing finalized outcomes to department leadership and hospital administration. Deliver comprehensive executive administrative support to OSF Saint Francis Medical Center while also serving as a key administrative resource for UICOMP faculty. Works collaboratively with various UICOMP departments to address cross-departmental needs, streamline processes, and coordinate activities that support both clinical and academic operations. Provide administrative support to Chair, Vice Chair, Section Chiefs, and all members of the OSF SFMC Department of Medicine. Credentialing & Appointments Management Oversee the credentialing process for all initial appointments and reappointments within the SFMC Department of Medicine. Review files for completeness, request verification of privileges from outside institutions, and conduct follow up for missing materials. Process external information requests about attending staff. Prepare Chair review materials and draft recommendation letters. Maintain accurate, secure credentialing records. Departmental Meeting & Committee Coordination Coordinate major departmental meetings, including Medical Service, Advisory Committee, Medical Morbidity/Mortality Conferences, Credentials Committee, and Section Meetings. Arrange meeting logistics: room reservations, catering, preparing/distributing agendas and materials, tracking attendance, and composing minutes. Quality Improvement (QI) & Compliance Oversight Track QI assignments, follow up on required reports, and prepare confidential monthly QI summaries for the Death Review Committee. Compile and maintain monthly death and autopsy statistics and related confidential records. Coordinate and track compliance requirements (vaccinations, training, mandatory certifications). FPPE/OPPE Evaluations & Adverse Event Reporting Manage the departmental FPPE/OPPE tracking system for faculty, ensuring compliance with medical center timelines (every 8-12 months). Review and track adverse event, grievance, and peer review reports on behalf of the Department Chair. Maintain electronic systems that track peer reviews, adverse events, and patient relations reports. Prepare correspondence between the Chair and involved physicians and enter the department's official responses for the Quality/Safety Team. Liaison & Departmental Communications Serve as liaison between the Department of Medicine and key healthcare partners. Respond to inquiries, troubleshoot issues, provide policy interpretation, and ensure timely coordination of work orders for clinical locations. Prepare educational materials, presentations, booklets, and communications for department physicians. Minimum Qualifications
Experience in medical/clinical/academic field is preferred. Intermediate level of expertise in Excel, Word and PowerPoint is preferred. Extensive experience developing constructive and cooperative working relationships with employees within OSF. A proven track record of effectively working with faculty and staff outside the Department of Internal Medicine is preferred. The ability to work independently and exercise judgment to make complex decisions is preferred. The incumbent will have access to highly confidential Departmental information, therefore impeccable judgment regarding confidentiality of information is required. 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. Sponsorship for work authorization is not available for this position. 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/19761?c=uic Copyright 2025 Jobelephant.com Inc. All rights reserved. Posted by the FREE value-added recruitment advertising agency jeid-b3461bd737433642922dad35f56ee32c | |