Administrative Aide

Administrative AideCarle 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 is redefining medical education, research, and clinical innovation to improve the health and well-being of patients and communities. Carle Illinois offers a supportive and innovative environment where faculty, staff, and students work together to advance the college's mission and growth through collaboration, creativity, and meaningful contributions. The Carle Illinois College of Medicine embraces the university's commitment to creating a diverse and talented community of students, faculty and staff, which is essential to fulfilling its mission and vision. Carle Illinois actively promotes an inclusive environment in which students, faculty and staff can learn, teach, research and serve. Position SummaryThe 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. Duties and ResponsibilitiesAdministrative and Executive Support Provide comprehensive administrative and clerical support to the Chief AI Officer (CAIO). This includes 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. QualificationsMinimum Qualifications High school graduation or equivalent Any one or any combination totaling five (5) years (60 months) from the following categories: 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) 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 Knowledge, Skills and Abilities: Ability to adapt to changing priorities and respond effectively to evolving situations. Ability to maintain professionalism while managing multiple interruptions and shifting demands. Ability to plan, organize, and prioritize tasks and responsibilities. Ability to identify issues, engage appropriate stakeholders, and ensure timely follow-up on outstanding items. Working knowledge of college, campus, and university policies and procedures, or ability to learn. Ability to establish and maintain effective working relationships across departments. Ability to work independently on routine administrative functions. Ability to identify time-sensitive matters and elevate them appropriately. Ability to exercise sound judgment in supporting leadership priorities. Proficiency in Microsoft Office Suite (Word