Administrative Aide- OMI (Hybrid/Remote) at University of Illinois in Urbana, Illinois

Job Description:

Administrative Aide- OMI (Hybrid/Remote)





Office of Medicaid Innovation



Sponsorship for Work authorization is not available for this position




Job Summary

The Administrative Aide will provide comprehensive project management and administrative support to ensure smooth execution of tasks within the Project Management Team. This role will assist in coordinating project activities, tracking timelines, and supporting team collaboration.



Duties & Responsibilities

• Provide dedicated support to multiple project teams.
• Coordinate meetings, develop agendas and ensure proper follow-up on action items.
• Assist in managing project timelines, deliverables and tracking progress across various initiatives
• Organize, prepare and distribute project-related materials, including reports, presentations and summaries
• Track meeting attendance, take detailed minutes and prepare post-meeting documentation for review
• Provide data entry and quality assurance for project documentation into various systems
• Proof-read and review project documents, ensuring accuracy and alignment with organizational standards
• Identify and resolve administrative issues to keep projects running smoothly
• Maintain project records, including documentation of key decisions and progress reports
• Other duties as assigned

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 Experience One (1) year (12 months) in education, training and/or work experience in the area of project management, Medicaid policy, healthcare, and/or general operations



Knowledge, Skills and Abilities

• Strong understanding of project management methodologies and tools, including Gantt charts, timelines, and project scheduling.
• Knowledge in Medicaid and Illinois Managed Care operations.
• Familiarity with HIPAA policies and guidelines.
• Administrative skills in organizing complex project tasks, managing schedules, and handling multiple projects simultaneously.
• Proven ability to communicate effectively in both written and verbal formats with a wide range of stakeholders, including MCOs and Illinois Department of Healthcare and Family Services staff.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel) and project management software such as Microsoft Project, Trello, or SharePoint.
• Excellent documentation skills, including the ability to maintain accurate records and ensure alignment with compliance requirements.
• Skilled in identifying and resolving administrative challenges within a project setting.
• Ability to develop and maintain strong working relationships across teams.
• Strong organizational skills with the ability to prioritize complex workloads and meet deadlines.
• Time management and monitoring of multiple project timelines and deliverables.
• Familiarity with the managed care industry and Illinois Department of Healthcare and Family Services policy and procedures.
• Facilitating conflict resolution and ensuring project outcomes are achieved.

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 11/27/2024. The budgeted salary range for the position is $50,000 to $55,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity

System Office jobs such as this one are not eligible for the Referral Program.

Benefits eligible positions include a comprehensive benefits package which offers: Health, Dental, Vision, Life, Disability & AD&D insurance; a defined benefit pension plan; paid leaves such as Vacation, Holiday and Sick; tuition waivers for employees and dependents. Click for a complete list of Employee Benefits

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 January 6, 2025. 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 Amanda at abubo2@uillinois.edu . For questions regarding the application process, please contact 217-333-2137.

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 accommodations portal , or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu .


Requisition ID:1028255
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu
Apply Now