Administrative Aide - University of Illinois : Job Details

Administrative AideHiring Department: Division of Specialized Care for Children Location: Springfield, IL USARequisition ID: 1026966Posting Close Date: 12/29/2024About the University of Illinois ChicagoUIC 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 over 300,000 alumni, and is one of the largest employers in the city of Chicago.Description:Position SummaryAs a member of the Learning Support Team, the Education and Policy Support Specialist will help develop and maintain PCA training materials, provide PCA training, support training sessions presented by subject matter experts, and carry out other general tasks. This position will also assist with maintaining and updating DSCC's Policy & Procedure Manual. Duties & Responsibilities

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Care Coordination Team Training: Facilitate training sessions being provided by subject matter experts to care coordination team members. Assist with and/or serve as back-up for PCA training sessions being provided by subject matter experts. As a subject matter expert, directly provide training to newly hired and established PCAs. This may be virtual and/or in person and will include small and large groups of employees and individual counseling and coaching when needed. This also includes providing or assisting with training on IT systems (e.g., care coordination software, claims systems, SharePoint, RightFax, Teams, Outlook, Power BI, Box) as those systems relate to the PCA role.

Training Content and Materials:Assist in developing, monitoring, and updating training schedules, slide decks, curriculums, checklists, tip sheets, feedback forms, lessons, case studies and eLearning modules for consistency, policy and procedure compliance, and effectiveness, particularly in relation to the roles and responsibilities of PCAs.

Assist the Learning Support team with routine tasks such as: Scheduling courses, enrolling learners, and tracking training completion through the organization's learning management system (LMS) Preparing reports for audits Maintaining employee logs Announcing monthly training requirements Posting external training opportunities

In relation to the PCA role, work with the Core and Home Care quality teams and the care coordination management and leadership teams to: Provide information on common/best practices Communicate information about training programs and curriculums Discuss training needs and plan for training sessions Ensure care coordination teams complete all required trainings Convey the perspective of PCAs in relation to policies, procedures, and planning for upcoming changes

Support quarterly Learning Support Team & Leadership Collaboration meetings and quarterly Policy & Procedure (P&P) Governance Committee meetings by helping prepare and distribute agendas, reports, slide decks, and other tasks as requested.

Assist with maintaining DSCC's Policy & Procedure manual: Test links and update those that are broken Provide documents to owners & SMEs for editing Track status of P&P projects Assist with minor edits to DSCC policies and procedures Ensure all documents are formatted and displaying properly Maintain the Table of Contents for paper manuals

Support manual update releases: Compile changes into a summary document and post it in Teams Schedule, announce, and support release review meetings Help develop slide decks for presenting manual changes Post release review meeting recordings Publish new and updated documents to the electronic manual Facilitate the paper manual update processes Archive discontinued policies and procedures Maintain records of all policy & procedure changes

Help facilitate the annual comprehensive policy and procedure review: Maintain an accurate list of document owners and designees Assist with preparing annual review materials Track progress and send reminders Develop a report of results

Perform other related duties as assigned.

Qualifications: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

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