Program Assistant (Assistant to the Service Director, Retina)

Program Assistant (Assistant to the Service Director, Retina) - Ophthalmology & Visual Sciences Program Assistant (Assistant to the Service Director, Retina) - Ophthalmology & Visual Sciences Hiring Department : College of Medicine, Ophthalmology & Visual Sciences Location : Chicago, IL USA Requisition ID : 1021445 Posting Close Date : 4/5/2024 About the University of Illinois Chicago UIC is among the nation's preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent 'Best Colleges' rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has nearly 260,000 alumni, and is one of the largest employers in the city of Chicago. This is a full-time and benefits eligible position. UIC offers competitive salaries commensurate with experience. In addition all full time benefits eligible positions include a comprehensive benefits package which include; Health, Dental, Vision, Life, Disability & AD&D insurance, a defined benefit pension plan as well as paid leave which includes; Vacation, Holiday and Sick. In addition we offer tuition waivers for employees and dependents. Click for a complete list of Employee Benefits UIC is seeking a Program Assistant (Assistant to the Service Director, Retina) to join our College of Medicine, Ophthalmology & Visual Sciences team. This role will work under general supervision, and will be an integral member of the Retina Service team providing the Service Director and Retina Faculty members with administrative support, event planning assistance, and performs assorted clerical duties and other relevant and related duties as need. Duties & Responsibilities: Administrative Support:

• Manage the day-to-day operations of the Retina Service which includes preparation and dissemination of programmatic information, planning meetings and events, procuring equipment and supplies, and special projects.
• Provide administrative support and problem-solving to Director, faculty, retina fellows, ophthalmology residents and medical/ graduate and other students as needed
• Draft/formulate as well as edit correspondence for Service Director.
• Schedule meetings/ and arrange travel (P/ T card reconciler) for Service Director and Retina Faculty.
• Manages the Services Director's calendar
• Scheduling of time in clinic and time away; manages academic and clinical calendar accurately, provides timely reminders and informs Service Director of upcoming meetings.
• Supports all retina faculty for phone, mail etc.
• Updates Curriculum Vitae and Biosketch for faculty
• Able to transcribe dictation (letters of recommendation, evaluations, and other correspondence)
• Manages surgery log and creates online database
• Handles transportation of lab coats to and from hospital facilities for all faculty
• Collates and organizes interesting case studies and surgical lists for Director

Event Planning:

• Organizes all UIC-related Containing Medical Education (CME) meetings/ Conferences (Annual Retina Symposium, Rabb meetings etc). Duties include:
• Project coordination from start to finish for CME meetings
• Communicate with invited faculty: obtain requisite forms and supply schedules
• Coordinate travel/ meeting room booking and other needed logistics for all speakers for annual meeting and other educational activities led by the Service Director and Retina Faculty
• Assist with obtaining exhibitors for CME and other educational events and activities
• Develop budgets and reconcile expenses throughout project
• Communicate with external and internal vendors
• Facilitate honorarium payments, and miscellaneous expenses for annual events.
• Prepare closeout with CME Office

Perform other related duties and participate in special projects as assigned.



Minimum Qualifications Required:

1. Bachelor's degree.
2. Demonstrated experience in an academic medical center

Preferred Qualifications:

• Intermediate level EXCEL and WORD preferred.

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 180 days of employment.



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, COVID-19 vaccination requirement, and employment eligibility review through E-Verify.



The university provides accommodations to applicants and employees. Request an Accommodation

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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.





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About University of Illinois - Chicago

The University of Illinois Chicago is the city’s largest university and its only public Carnegie Research 1 institution. Its 16 academic colleges serve close to 34,000 undergraduate, graduate and professional students. UIC is recognized as one of the best public universities and one of the most ethnically rich and culturally diverse campuses in the nation, located in the heart of Chicago, it is an integral part of the city's educational, technological and cultural fabric.

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