Senior Administrative Assistant

Position Summary

The Office of Student Affairs (OSA) in the Chicago Medical School at Rosalind Franklin University of Medicine & Science invites applications for a full-time Senior Administrative Assistant position.

The University encourages applications from individuals belonging to groups underrepresented in their field and those who can add valuable perspectives to the academic environment.

The Senior Administrative Assistant will be responsible for ensuring the highest level of professionalism and customer service, as well as efficiently and effectively performing administrative office functions for the Associate Dean of Student Affairs, CMS and other key members of the Student Affairs Office.

Functions include professional written and verbal communication on behalf of the Associate Dean, scheduling, budget support, meeting facilitation, office supplies, and mail.

Our generous benefits package includes medical, dental, and vision plans; paid parental leave; short term and long term disability plans;

life insurance; flexible spending accounts; and a 403(b) retirement plan which includes a 8% employer contribution after 2 years of service.

RFUMS is committed to employee wellbeing and work-life balance. Full time staff are eligible for 3 weeks of vacation, 15 sick days, and 13 holidays plus two floating holidays.

That is a minimum of 30 paid days off each year!

Who We Are

Rosalind Franklin University of Medicine and Science (RFU) is a graduate health sciences university committed to serving the population through the interprofessional education of health and biomedical professionals and the discovery of knowledge dedicated to improving wellness.

The university embodies the spirit of inquiry and excellence modeled by its namesake Dr. Rosalind Franklin, whose Photo 51 was crucial to solving the structure of DNA.

Today, the university's 6 colleges continue Dr Franklin's legacy through rigorous academics, pioneering research, and innovative community service.

Our unique interprofessional education model allows students to learn from and with each other in a variety of settings, including our simulation labs, the student-led Interprofessional Community Clinic, and through partnerships with area hospitals and clinics.

RFU is a national leader in interprofessional research and practices, and is nationally recognized for its research in areas including neuroscience, brain-related diseases, inherited disorders, proteomics, cancer cell biology and immunology, cardiac resuscitation, and gait and balance.

Essential Duties & Responsibilities

General :

• Provide professional administrative support to the Associate Dean, Office of Student Affairs and other staff as requested.
• Communicate effectively with administration, faculty, staff, students, and external constituents in a professional and timely manner.
• Maintain calendar for Associate Dean by scheduling and coordinating virtual and / or in-person meetings.
• Coordinate and distribute meeting materials, communicate with committee members, reserve meeting space, prepare agendas, and prepare meeting rooms (including catering as requested) for attendees.

Take minutes as assigned and follow up on meeting action items.

• Conserve Associate Deans' time by reading, researching, routing correspondence; drafting letters and documents; creating and editing PowerPoint presentations, initiating communications, collecting and analyzing information, compiling data and creating summary reports for data analysis.
• Maintain an organized document retention system for both paper and digital documents for the Student Affairs Office, including Google Drive and / or shared departmental drives.
• Assist the Associate Deans with collecting data for LCME accreditation reporting.
• Manage projects from development through implementation and take leadership in coordinating resources and materials.
• Maintain office supplies; evaluate new office products; place and expedite orders for supplies; and reconcile charges.

Travel & Event Planning :

• Organize travel arrangements, create itineraries, compile required materials, and reconcile travel expense reports
• Assist with CMS Student Affairs virtual and on-campus events and programs.

Budget / Financial :

• Prepare and submit expense reports (check requests, purchase orders, and travel).
• Manage application process for students seeking non-financial aid-related funding from the medical school. Vet applications, facilitate approval and reimbursement, and track all data related to the funding.
• Monitor, record, and reconcile the Office of Student Affairs budget.
• Assist the Associate Dean, Office of Student Affairs during the budgeting process to determine budgetary needs.

Other duties as assigned by the Associate Dean, Office of Student Affairs.

Conditions of Employment

• Must achieve satisfactory results from a background check
• Compliance with the current COVID19 vaccination policy

Required Education & Experience

Associates Degree, or two or more years of experience working as a senior administrative or executive assistant for a leader (mid-level or above) or in customer service or student services.

Required Knowledge, Skills, & Abilities

• Strong computer skills with proficiency in Microsoft Office Suite - Word, Excel, PowerPoint, Calendar, and Email (Outlook or Google).
• Ability to adjust to changing priorities and prioritizing tasks.
• Exemplary interpersonal, verbal, and written communication skills.
• Strong organizational and proofreading skills.
• Welcoming, positive, pleasant, and helpful style of communication.
• Ability to compose professional correspondence and draft reports.
• Strong competency in customer service.
• Able to work independently and with others to successfully complete tasks and projects.

Preferred Qualifications

• Bachelor's Degree or related experience.
• Three or more years of experience in an academic environment.
• Experience with Google Suites.
• Experience with D2L or similar education platforms.
• Experience with program implementation and evaluation.

Typical Physical Demands & Working Conditions

Selected candidate must have the mental and physical capabilities to perform the essential functions of the position with or without reasonable accommodations.

EOE, Including Disability / Vets