Administrative Aide

Overview

Administrative Aide Jobs in Urbana, USA at University of Illinois Urbana-Champaign

Overview

Carle Illinois College of Medicine — University of Illinois Urbana-Champaign. Carle Illinois College of Medicine is the world’s first accredited engineering-based medical school, founded in 2015 through a partnership between the University of Illinois Urbana-Champaign and Carle Health. Built at the intersection of engineering, science, and medicine, the college advances medical education, research, and clinical innovation. The college embraces a diverse and inclusive environment and promotes an inclusive environment in which students, faculty, and staff can learn, teach, research and serve.

For information on diversity, equity, and inclusion, please visit:
Mission | Carle Illinois College of Medicine | Illinois.

The Administrative Aide supports the Chief AI Officer (CAIO) in advancing strategic AI initiatives and managing the administrative operations of the AI unit. This position reports directly to the CAIO.

Responsibilities

• Provide comprehensive administrative and clerical support to the Chief AI Officer (CAIO), including calendar management and scheduling of complex meetings across academic, clinical, and external partners.
• Serve as a primary point of contact for AI office inquiries. Draft and coordinate communications for review and approval.
• Coordinate communications with campus units, clinical partners, research teams, and external organizations.
• Coordinate meetings and activities for the CAIO, including managing schedules, preparing agendas, materials, and draft correspondence to support meetings and initiatives led by the CAIO.
• Attend meetings as required to document decisions, track action items, and coordinate timely follow up.
• Prioritize requests, manage competing deadlines, and identify issues requiring escalation.
• Maintain strict confidentiality and ensure appropriate information flow between the CAIO, senior leadership, faculty, staff, and external collaborators.

Fiscal Responsibilities

• Coordinate travel, conference registrations, and visas, as applicable for the CAIO.
• Process reimbursements and facilitate expense reconciliation in accordance with university policy.
• Coordinate travel for visiting speakers and scholars as required.

Project and Event Support

• Track projects, deadlines, and action items to support timely execution of CAIO office priorities.
• Support the planning and coordination of meetings, events, and external engagements.
• Provide specialized administrative support for special projects and cross-unit initiatives as assigned.

AI-First Administrative Innovation and Workflow Development

• Utilize and support implementation of AI-enabled tools to enhance scheduling, documentation, and communication processes.
• Assist in identifying and testing opportunities to improve administrative workflows through automation and technology.

Records and Documentation, Management

• Maintain organized electronic and physical filing systems for CAIO Office records.
• Track and route documents requiring review or signature to ensure timely completion.
• Maintain internal reference materials and procedural documentation to support office operations.

Other

• Perform other duties as assigned.
• Provide backup administrative support to related leadership offices or team members as needed.
• Support onboarding and coordination of new CAIO Office staff.
• Establish and maintain effective working relationships; promote equal employment opportunities and an inclusive workplace culture.
• Maintain professional relationships across the college’s internal and external partners.

Qualifications

Minimum Qualifications

• High school graduation or equivalent.
• Any one or any combination totaling five (5) years (60 months) from the following categories:
  • College coursework in business, finance, accounting or a related field;
  • 60 semester hours or an Associate’s degree equals one year (12 months);
  • 90 semester hours equals two years (24 months);
  • 120 semester hours or a Bachelor’s degree equals three years (36 months);
  • Master’s degree or higher equals four years (48 months);
  • Progressively more responsible general or specialized office experience including supervising staff or related duties.

Knowledge,

Skills and Abilities

• Ability to adapt to changing…

Title: Administrative Aide

Company: University of Illinois Urbana-Champaign

Location: Urbana, USA

Category: