Administrative Specialist

M-F 8a - 5p

Pay Range

Summary:

The UME Administrative Support Associate provides day-to-day administrative support to the Undergraduate Medical Education office. This position helps ensure the smooth operation of the department by maintaining common areas, coordinating supplies and mail, assisting staff and faculty, and serving as back-up to the Executive Assistant. The role requires reliability, strong organizational skills, and a proactive approach to keeping the office running efficiently.

Qualifications:

· High school diploma or equivalent required; associate’s degree preferred.

· 1–2 years of administrative or office support experience, preferably in an academic or healthcare environment.

· Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

· Strong organizational skills and attention to detail.

· Ability to work both independently and as part of a team.

· Professional communication and customer service skills.

Work Schedule & Conditions:

· Full-time, Monday–Friday, 8am – 5pm.

· Occasionally early morning, evening, or weekend hours will be required to support academic events, student orientations, examination administration, etc.

Key Responsibilities:

General Office Support

o Greet and assist visitors, students, and faculty; maintain a professional “front of house” environment.

o Sort, distribute, and prepare outgoing daily mail and deliveries.

o Monitor and maintain the appearance and cleanliness of common areas, including the break room, copy room, and conference rooms.

o Track and restock office, break room, and copy room supplies; place orders as needed.

o Manage equipment such as copiers, printers, assist with basic troubleshooting, schedule service calls when required.

o Reserve and set up conference rooms for meetings, ensuring technology, seating, and supplies are ready as requested

o Process purchase orders, Staples and Amazon orders for department as requested.

o Maintain promotional items inventory within UME and Student Affairs.

Administrative Support

o Provide general assistance to staff and faculty, including copying, scanning, filing, and basic document preparation.

o Serve as back-up to the Executive Assistant during absences, including managing phones, scheduling meetings, and processing routine requests.

o Assist with preparing meeting materials, agendas, and room setups for departmental activities or special events as requested

o Support data entry, routine reports, and record maintenance as directed.

Other Duties

o Assist with special projects or tasks as assigned by the Executive Assistant or UME leadership.

o Help ensure compliance with basic departmental policies, confidentiality standards, and office procedures.

o Demonstrate and uphold Our Commitments:

· We “Lift Everyone Up”

· We “Lead the Way”

· We “Think Boldly Together”

· We “Embrace the Unknown”

Opportunities for Growth

· Exposure to the dynamic and impactful field of medical education.

· Opportunity to develop expertise in program coordination, academic administration, and process improvement.

· Ability to participate in professional development through workshops, conferences, and certification programs.

Our Commitment to You:

Advocate Health offers a comprehensive suite of Total Rewards: benefits and well-being programs, competitive compensation, generous retirement offerings, programs that invest in your career development and so much more – so you can live fully at and away from work, including:

Compensation

• Base compensation listed within the listed pay range based on factors such as qualifications, skills, relevant experience, and/or training
• Premium pay such as shift, on call, and more based on a teammate's job
• Incentive pay for select positions
• Opportunity for annual increases based on performance

Benefits and more

• Paid Time Off programs
• Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability
• Flexible Spending Accounts for eligible health care and dependent care expenses
• Family benefits such as adoption assistance and paid parental leave
• Defined contribution retirement plans with employer match and other financial wellness programs
• Educational Assistance Program