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Executive Administrative Assistant - Medical Education, CMS

Rosalind Franklin University of Medicine & Science
North Chicago, IL
  • Posted: over a month ago
  • Full-Time
Job Description

Position Summary

The Office of Medical Education in the Chicago Medical School at Rosalind Franklin University of Medicine & Science invites applications for a full-time Executive Administrative Assistant position. The University encourages applications from individuals belonging to groups underrepresented in their field and those that can add new and valuable perspectives to the academic environment. The Executive 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 Vice Dean of Medical Education. Functions include professional written and verbal communication on behalf of the Vice 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 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!

This position may be eligible for a flexible work arrangement after 90 days, which could include a work from home option a couple of days a week.

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

  • Provide professional administrative support to the Vice Dean, Office of Medical Education, its subdivisions, and other staff as assigned
  • Maintain an organized filing system, including electronic documents and the Office of Medical Education shared drive
  • Manage and take leadership of projects from creation through completion by coordinating human resources and materials
  • Schedule and coordinate meetings, conference calls, and maintain the Vice Dean’s calendar
  • Coordinate and distribute 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
  • Make travel arrangements, create itineraries, compile required materials, and reconcile travel expense reports
  • Manage, plan, and execute key Medical Education events and programs
  • Conserve department’s time by reading, researching, routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating communications
  • Assist the Vice Dean by collecting data and drafting summary reports for data analysis including LCME accreditation reporting
  • Create and edit PowerPoint presentations and correspondence on behalf of Medical Education
  • Assist the Vice Dean, Medical Education during the budgeting process to determine departmental needs; monitor, record and reconcile the  budget throughout the year.
  • Prepare and submit expense reports (check requests, purchase orders, and travel).
  • Manage the mail and prioritize accordingly
  • Maintain office supplies; evaluate new office products; place and expedite orders for supplies; and reconcile charges
  • Communicate effectively with administration, faculty, staff, students, and external constituents in a professional manner. Respond to requests for information and assistance in a timely manner
  • Other duties as assigned by the Vice Dean, Medical Education

Conditions of Employment

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

Required Education & Experience

  • Associates Degree or equivalent work experience, five 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.
  • Strong computer skills with a proficiency in Microsoft Office and Google Suite - Word, Excel, PowerPoint, Calendar, and Email (Outlook or Google).

Required Knowledge, Skills, & Abilities

  • Strong computer skills (Word, Excel, D2L or similar education platform).
  • Ability to adjust to changing priorities and prioritizing tasks
  • Exemplary interpersonal, verbal and written communication skills.
  • Strong organizational and proof-reading skills
  • Welcoming, positive, pleasant, and helpful style of communication
  • Ability to compose professional correspondence and draft reports.
  • Demonstrated leadership and high level of initiative on managing projects as well as routine office activities.
  • Ability to complete tasks working independently and with others.

Preferred Qualifications

  • Bachelor’s Degree 
  • Three 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

Rosalind Franklin University of Medicine & Science


North Chicago, IL
60064 USA



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