Administrative Aide - Veterinary Teaching Hospital
University of Illinois

Job Info

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Administrative Aide - Veterinary Teaching Hospital

Veterinary Teaching Hospital

In 2024 Forbes ranked the University of Illinois Urbana-Champaign as #13 among all US public colleges, on the basis of return on investment, student success, student debt, and alumni leadership and influence. Only one other campus featuring a veterinary college ranked above U. of I.

Job Summary
The primary function of this position is to perform tasks which support the administrative functions of the Veterinary Teaching Hospital (VTH). This includes providing support to the Director of the Hospital, Chiefs of Staff, as well as the administrative office of the VTH.

Duties & Responsibilities

• Assistant to Hospital Director/Assistant Dean for Clinical Services
  • Serve as primary contact for Director's calendar. Solicit and review meeting requests, prioritize appointments, and coordinate scheduling with internal and external parties. Regularly review scheduled meetings, re-evaluate priorities, and modify previously scheduled appointments. Update multiple calendars on multiple systems.
  • Act as a liaison between the VTH Director's office and various areas of the hospital including the Patient Services Coordinator, the Referral Coordinator, the Client Services Specialist, and the VTH faculty, as well as to the Department of Veterinary Clinical Medicine (VCM) and the College of Veterinary Medicine (CVM) Dean's office.
  • Assist with planning and coordinating hospital initiatives and/or special projects and events as requested.
  • Gather data on various subjects related to VTH operations and provide reports for hospital and/or college administrators
• General Administrative Support
  • Serve as a resource to VTH administration, faculty, and staff. Provide information and advice on university policies and procedures, Federal and State regulatory requirements, and hospital and college guidelines.
  • Monitor and ensure compliance of hospital staff regarding licensure, vaccinations, and other training/certifications such as the annual ethics training and non-university activities disclosure process.
  • Coordinate with the Human Resource Service Center and other administrative staff to oversee the hiring and exiting of hospital staff. Ensure the onboarding and exiting process is completed for all VTH employees.
  • Maintain archives of confidential files regarding hospital operations.
  • Assist with drafting hospital policies and procedures as requested. Maintaining the review schedule for policies and procedures to update as needed.
  • Help review and organize gift fund applications and usage of gift funding.
  • Develop and maintain KnowledgeBase for all VTH-related materials.
  • Coordinate service needs and job posting for student employee opportunities within the VTH.
• Committee Support
  • Prepare and disseminate meeting notices, agendas, background materials and briefing documents for various committees (VTH Board, Section Heads, Administrative Team, and Clinical Coordinators, etc.).
  • Create and maintain meeting minutes. Track and follow up on action items as requested.
  • Coordinate other committees as requested by the VTH Director's office.
  • Assist with requisitions and purchasing in support of VTH operations and administrative needs.
  • Act as a liaison between personnel, supervisors, and the Human Resource Center for Service-in-Excess enrollment and payroll.
  • Coordinate presentations and on-site visitors from third parties. Ensure compliance with VTH security measures
• Miscellaneous
  • Other duties as assigned

Additional Physical Demands
Work is performed in a standard office setting. However, persons allergic to animal dander, hay, or straw may experience discomfort due to the location of this office within the Veterinary Teaching Hospital.

Minimum Qualifications

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 general or specialized office experience which included aspects of supervising staff or a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles

Preferred Qualifications

Experience in a veterinary office or hospital.

Knowledge, Skills and Abilities

• Knowledge of spelling, grammar, punctuation, sentence and paragraph structure and formatting.
• Strong organizational and interpersonal skills.
• Ability to effectively communicate verbally and in writing.
• Ability to work effectively with others, understand administrative/business/UIUC procedures, and maintain confidentiality is essential.
• Ability to utilize various software packages (i.e., Microsoft Office, HIS).
• Ability to manage multiple priorities simultaneously and meet established deadlines.

Appointment Information

This is a 100% full-time Civil Service 0058 - Administrative Aide position, appointed on a 12-month basis. The expected start date is as soon as possible after 11/25/2024. The budgeted salary for the position is $58,656. Final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. Sponsorship for work authorization is not available for this position.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on Monday, November 11, 2024. 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 https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Jenny Chen (chen445@illinois.edu). 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, 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. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. 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 accessibility@illinois.edu .

Requisition ID: 1027426
Job Category: Administrative
Apply at: https://jobs.illinois.edu

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