University of Illinois
Business/Administrative Associate (Executive Assistant)
University of Illinois, Chicago, Illinois, United States, 60601
Business/Administrative Associate (Executive Assistant)
The Business/Administrative Associate (Executive Assistant) provides executive administrative support to the Chief Nursing Officer at the University of Illinois Hospital & Health Sciences System (UI Health). This role uses initiative, independent judgment, and discretion to manage priorities with a high degree of specialization. The position also serves as a resource and mentor to other Business/Administrative Associates and Administrative Assistants in Patient Care Services. Duties & Responsibilities: Provides information to faculty and staff. Arranges, committee meetings, and board of trustee's meetings as directed. Signs CNO's name to correspondence, requisitions, vouchers, and other forms of correspondence as directed. Provide daily support to management including the preparation of correspondence. Review financial requests and explore alternative financing methods. Prepare monthly budget reports and analyze monthly departmental budgeting and accounting reports to maintain expenditure controls. Review operating budgets to analyze trends affecting budget needs. Complete the daily operations and identify or work with staff responsible for OBFS and contract activities under the current human resources department representative. Monitor compliance with the required learning management system courses and performance evaluation programs. Perform other related duties and participate in special projects as assigned. Provides administrative supervision of daily activities of Patient Care Services, maintenance of the office area, office procedures, and workflow. Responsible for the retention and security of essential records and reports. Analyze and gather data from Kronos Payroll, Banner, Cerner, and other systems. Coordinates NCC meetings and all meeting communication. Prepares agendas and meeting minutes. Responsible for distribution of minutes. Responsible for scheduling and updating the Chief Nursing Officer's calendar as well as her direct reports. Assists the ACNO's when their administrative support is out of the office. Maintains personnel records and completes HR transactions such as separation, resignations, recruitment, and retirement of staff. Facilitates affiliation agreements and contracts between Nursing Services and outside vendors. Ensures all contracts and University policies and procedures, as well as Federal and State regulations are adhered to as it pertains to the CNO's direct reports. Identifies and recommends areas to improve office efficiency: Assesses needs, identifies required resources, and recommends approaches to implement. Reconciliation of University Procurement/Travel cards. Process staff reimbursements. Assists with developing departmental accounts; conducts budget transfers within various accounts and processes purchase orders and payments to vendors. Assist with property accounting. Assist CNO and her director reports in projecting new FY year's budget and planning. Perform other related duties and participate in special projects as assigned. Minimum Qualifications: Bachelor's degree in business administration, management, or a field related to the position. Two (2) years of professional business, financial, and/or managerial work experience. (NOTE: A Master's Degree in an area consistent with the duties of the position may be substituted for one (1) year (12 months) of work experience.) 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.
The Business/Administrative Associate (Executive Assistant) provides executive administrative support to the Chief Nursing Officer at the University of Illinois Hospital & Health Sciences System (UI Health). This role uses initiative, independent judgment, and discretion to manage priorities with a high degree of specialization. The position also serves as a resource and mentor to other Business/Administrative Associates and Administrative Assistants in Patient Care Services. Duties & Responsibilities: Provides information to faculty and staff. Arranges, committee meetings, and board of trustee's meetings as directed. Signs CNO's name to correspondence, requisitions, vouchers, and other forms of correspondence as directed. Provide daily support to management including the preparation of correspondence. Review financial requests and explore alternative financing methods. Prepare monthly budget reports and analyze monthly departmental budgeting and accounting reports to maintain expenditure controls. Review operating budgets to analyze trends affecting budget needs. Complete the daily operations and identify or work with staff responsible for OBFS and contract activities under the current human resources department representative. Monitor compliance with the required learning management system courses and performance evaluation programs. Perform other related duties and participate in special projects as assigned. Provides administrative supervision of daily activities of Patient Care Services, maintenance of the office area, office procedures, and workflow. Responsible for the retention and security of essential records and reports. Analyze and gather data from Kronos Payroll, Banner, Cerner, and other systems. Coordinates NCC meetings and all meeting communication. Prepares agendas and meeting minutes. Responsible for distribution of minutes. Responsible for scheduling and updating the Chief Nursing Officer's calendar as well as her direct reports. Assists the ACNO's when their administrative support is out of the office. Maintains personnel records and completes HR transactions such as separation, resignations, recruitment, and retirement of staff. Facilitates affiliation agreements and contracts between Nursing Services and outside vendors. Ensures all contracts and University policies and procedures, as well as Federal and State regulations are adhered to as it pertains to the CNO's direct reports. Identifies and recommends areas to improve office efficiency: Assesses needs, identifies required resources, and recommends approaches to implement. Reconciliation of University Procurement/Travel cards. Process staff reimbursements. Assists with developing departmental accounts; conducts budget transfers within various accounts and processes purchase orders and payments to vendors. Assist with property accounting. Assist CNO and her director reports in projecting new FY year's budget and planning. Perform other related duties and participate in special projects as assigned. Minimum Qualifications: Bachelor's degree in business administration, management, or a field related to the position. Two (2) years of professional business, financial, and/or managerial work experience. (NOTE: A Master's Degree in an area consistent with the duties of the position may be substituted for one (1) year (12 months) of work experience.) 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.