Office Manager - Research Services (Administration)

Research Services Administrative Support

This position performs highly specialized administrative support duties for the Division of Research Services and the Center for Health Development and Aging. An in-depth knowledge of the two areas and their processes, sound judgement, discretion, and excellent attention to detail is essential. The ability to communicate professionally and operate various systems such as Microsoft Products (e.g., Outlook, Word, Excel) will be needed in this role. The position works under the direction of the Director of Research Services. Duties & Responsibilities include :

• Administrative : Coordinates specialized administrative functions of the Center for Health Development and Aging including but not limited to managing confidential records / files, keyboarding sensitive information, composing correspondence responding to emails / mail and preparing reports while accounting for quality and adherence to policies / guidelines and deadlines. Calendars for Director(s) of the Center for Health Development and Aging and schedules meetings with internal and external stakeholders. Prepares agendas and takes minutes. Responsible for logistical arrangements. Represents the Center for Health Development and Aging in administrative support meetings.
• Division of Research Services Support : Maintains an awareness of the specialized support duties required to meet the objectives, deadlines, and the overall mission of Research Services. Anticipates needs and potential problems / issues, recommends operating practices / procedures and assists in the implementation. Assists with the onboarding of new personnel, including purchasing equipment, preparing workspaces, and coordinating with HR throughout the hiring process. Serves as the primary administrative contact for the Institutional Animal Care and Use Committee (IACUC). Coordinates regular and ad-hoc meetings and monitoring visits, maintains SOPs, compiles compliance documents and annual reports, prepares agendas, assigns reviews, sends approval letters, and takes meeting minutes. Tracks the activity of committee members, onboarding new ones.
• Student Research Program Support : Supports the chairs / heads of student research programs such as the James and Craig Scholars Programs. Prepares annual reports, creates task lists and monitors progress, following up with program leadership or Student Research Specialist as needed. Schedules meetings and student interviews for student research programs. Serves as a liaison between Peoria and the COM for the financial distribution of funds for the Craig Scholars Program. Creates application documents and progress report documents, updating annually. Supports the annual Research Day by serving on the planning committee and helping with the coordination of that event.
• Financial post award monitoring : Maintains financial records and prepares / monitors financial reports for grants awarded to the university, submitting to the Director and Assistant Director of Research Services. Tracks when progress reports for sponsored projects are due and advises the PIs.
• Perform other related duties and participate in special projects as assigned. Performs duties listed in lower level of this classification series

Minimum Qualifications :

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.