Executive Administrative Assistant, CMS

Position Summary:

The CMS Dean's Office Executive Administrative Assistant (EAA) coordinates all aspects of professional administrative support, day-to-day and long-range, to the Dean and assists the Director in executing a wide range of projects, office coordination, and events. The ideal candidate is a resourceful self-starter that has a proven track record in providing high level administrative support to an executive leader. This individual must be adept in working with a variety of stakeholders in a professional and positive manner while exercising initiative, confidentiality, flexibility, and independent judgement.

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 10% 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 (RFUMS) is a six-college graduate health sciences university dedicated to the interprofessional education of health and biomedical professionals. Chicago Medical School, the original college of the six, has been educating physicians and furthering biomedical research for more than 100 years. Established in 1912, the founders built a combined medical school and hospital where working men and women could study medicine at night.

Faculty and staff are passionate about CMS' mission to educate physicians and scientists dedicated to providing exemplary, compassionate patient care, and excellence in scientific discovery within a diverse, supportive, and interprofessional environment.

Essential Duties & Responsibilities:

Dean's Office Administrative Functions:

• Promote a positive and professional image of the medical school when greeting and receiving guests in the Dean's Office.
• Assure confidentiality of activities that relate to the position and the Dean's Office.
• Manage the Dean's Office food and office products inventory.
• Assist the Dean's Office Director with projects from inception through completion by coordinating human and physical resources.
• Schedule, coordinate, and assist with the execution of CMS leadership meetings, such as, Dean's Cabinet and Dean's Executive Council. This includes agenda preparation, document distribution, minute taking, food service, and audio visual.
• Assist the Dean's Office Director with Dean's Office key events.
• Serve as a member of CMS Committees as requested.
• Prepare and submit monthly P-Card reconciliation reports, monthly Travel & Expense Card reconciliation reports and any out-of-pocket expense reimbursement forms for the Dean and Director.
• Help track Dean's Office expenditures to assist in budget reconciliation.
• Manage the use of CMS controlled conference rooms.
• Other duties as assigned by the Dean and Director.

Focused Support to the Dean:

• Serve as a liaison between the Dean and the Dean's direct reports, University leadership, external stakeholders, and medical school affiliates.
• Compose and edit extensively on behalf of the Dean and the Director key messaging as well as unique and ongoing communications including, executive leadership level letters of recommendation, letters to key stakeholders and alumni, email communications, by providing signature-ready work.
• Exclusively manage the Dean's calendar to ensure that the Dean's time is directed to the highest-priority activities. Triage meeting requests, confirm the Dean's participation, or delegate appropriately. Continuously assess the importance and urgency of requests for the Dean's time and the context for the requests to make appropriate time available.
• Manage the Dean's travel including scheduling, booking, and preparing travel documents as well as relevant pre- and post- travel reports.
• Ensure that meeting materials, presentations, speeches, etc. are prepared or assembled in advance of the meeting or event, and that preparations for all future calendar events are completed on time. Coordinate with the Director and relevant colleagues as needed.
• Prepare and submit budget related reports for the Dean's travel and professional memberships.

Conditions of Employment

• Must achieve satisfactory results from a background check
• Must have proof of COVID 19 vaccination with booster or a university approved exemption

Required Education & Experience:

• Associates Degree or related experience.
• Five years of experience as an executive assistant supporting an executive level leader.
• Proven track record in developing and editing high level written communication.

Required Knowledge, Skills & Abilities:

• Exemplary organizational and planning skills.
• Ability to anticipate needs, work independently, and collaborate with others.
• Ability to manage continually changing priorities while remaining professional and positive.
• Highly effective communication skills to develop and maintain collegial relationships with faculty, staff, and students.
• Strong event planning experience.
• Highly proficient at writing and editing.
• Highly proficient in Microsoft Office Suite.

Preferred Qualifications:

• Experience in an academic setting.

Typical Physical Demands and Working Conditions:

• Selected candidate must have the mental and physical capabilities to perform the essential functions of the position with or without accommodation.
• Work is performed in a typical office environment with light physical demand that requires both desk work and work at file cabinets.

EOE, including Disability /Vets