Administrative Aide
McKinley Health Center
McKinley Health Center aims to provide high-quality ambulatory healthcare and health education to students and medical expertise to University leadership. The Center is also accredited through the Accreditation Associate for Ambulatory Health Care (AAAHC). Employees at MHC are required to provide proof of certain immunizations according to recommendations from the Center for Disease Control (CDC) Advisory Committee on Immunization Practices (ACIP) guidelines. To review the full policy, please click here –Immunizations.
Our staff works on campus with an academically talented and diverse student population representing a wide range of backgrounds and experiences, including international students.
Job Summary
Provides high-level support to the Executive Director (ED) of McKinley Health Center (MHC) by serving as a Change Agent. Manages executive scheduling, communications, and office operations, and serves as a liaison with campus and community partners.
Duties & Responsibilities
- Administrative
– Serve as primary point of contact for students, faculty, staff, parents, vendors, and external stakeholders.
– Manage, maintain, and safeguard confidential administrative records in compliance with institutional policies.
– Provide comprehensive administrative support for employee searches, including coordinating interviews and related logistics.
– Assess equipment and supply needs, process purchases, reimbursements, and payment transactions in collaboration with the Business Office.
– Coordinate administrative conference travel, submit travel reimbursements, and review/approve electronic invoices and payment transactions in collaboration with the Business Office (T-Card, P-Card purchases, and travel expense reports).
– Oversee production and distribution of the annual MHC calendar and office signage.
– Participate in quality assurance, compliance, and risk management activities.
– Provides high-level administrative support to Medical Directors, Director of Health Education, Assistant and Associate Directors. - Staff and Event Coordination
– Manage daily office operations and ensure administrative tasks are completed in accordance with MHC policies and procedures.
– Coordinate Student Advisory Board (SAB) and Student Health Insurance Advisory Committee (SHIAC) meetings, including scheduling, agenda preparation, minute-taking, and logistics.
– Coordinate Senior Leadership Group weekly meetings, including agenda development, minutes, and follow-up action items.
– Support the preparation of reports and presentations and briefing materials for senior[SH1.1] leadership and committees.
– Plan and coordinate special events, including annual all-staff meetings, recognition programs, and retirement celebrations. - Support for Executive Director
– Provide high-level administrative support to the Executive Director,including scheduling, meeting coordination, travel, and conference arrangements.
– Manage and prioritize the Executive Director’s calendar, patient appointments, and correspondence; draft and prepare responses as needed.
– Track deadlines, deliverables, and follow-up actions to ensure timely completion and effective communication for the Executive Director. - Supervisory & Training
– Assist in drafting and updating job descriptions for administrative support staff.
– Train, supervise, and evaluate administrative support staff; delegate assignments, review work for accuracy and quality, and implement quality improvements.
– Review and approve timesheets, sick leave, and vacation requests for administrative staff.
– Complete annual performance evaluations and provide ongoing feedback and coaching for support staff.
Additional Physical Demands
Minimum 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
Preferred Qualifications
Supervisory experience
Knowledge, Skills and Abilities
- Strong organizational and time-management skills with attention to detail.
- Excellent communication skills.
- Strong problem-solving skills, sound judgment, and the flexibility to adapt to changing circumstances while maintaining accuracy, professionalism, and attention to detail.
- Patience, tact, and the ability to work effectively with all individuals, including university personnel, community partners, and government representatives.
- Discretion, diplomacy, and strict adherence to confidentiality.
- Proficiency in Microsoft Office applications.
- Ability to handle confidential information with discretion.
- Ability to work independently and as part of a team.
- Ability to manage multiple priorities and resolve issues efficiently in a fast-paced environment.
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 3/2/2026.
The budgeted salary range for the position is
$57,000 to $62,000 per year.
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 Feb 20, 2026 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 Sean Wilson at [email protected]. For questions regarding the application process, please contact 217-333-2137.
At the University of Illinois Urbana-Champaign – the state’s flagship public university and one of the world’s leading research institutions – every staff member helps shape what’s next. Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you’re empowering first-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence – where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.
Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.
This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.
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 accommodation portal, or by contacting the Office for Access & Equity at 217-333-0885, option #1, or [email protected].
Requisition ID: 1034718
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu
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