Senior Administrative Assistant, Faculty Affairs & Equity, CMS

Position Summary: 

The Office of Faculty Affairs and Equity in the Chicago Medical School at Rosalind Franklin University of Medicine & Science invites applications for a full-time Senior Administrative Assistant, Faculty Affairs and Equity position. The Senior Administrative Assistant, FAE, will ensure the highest level of customer service and efficiently and effectively perform general office administrative functions for the Vice Dean of Faculty Affairs and Equity. Functions include general office budget and calendar management, meeting and event facilitation, writing/editing, ordering office supplies, and sorting the mail.

$18.00-$22.00 an hour, depending on experience.

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 five-college graduate health sciences university dedicated to the interprofessional education of health and biomedical professionals. Chicago Medical School, the original college of the five, 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 and Responsibilities: 

The Senior Administrative Assistant, FAE for the Office of Faculty Affairs and Equity, will serve as the primary point of contact and perform administrative duties for the office as assigned. They will:

• Represent and provide professional administrative support to the Vice Dean, Office of Faculty Affairs and Equity, subdivisions, and other staff as assigned
• Calendar management for Vice Dean and other department faculty as requested
• Monitors the FAE budget and is responsible for the department's day-to-day finance operations, including reconciling department p-card expenditures
• Plans and implements annual budget for the Office of Faculty Affairs and Equity
• Provides administrative support to the Academic Assembly under the direction of the Vice Dean
• Plan and execute key meetings and events for faculty, staff, and students (e.g., faculty recognition events)
• Serve as the office liaison for faculty events, workshops, seminars, and mentor programs. Contribute to team effort by accomplishing goals as needed
• Manage FAE website and makes necessary changes as requested
• Maintain an organized filing system, including electronic documents and the FAE shared drives
• Coordinate and distribute materials, reserve meeting space, prepare agendas, and prepare a room for attendees. Take minutes as assigned and follow up on meeting action items
• Make travel arrangements, create itineraries, compile required materials, and reconcile monthly T&E credit card statements for Vice Dean
• Extensive writing and editing to include preparation of Student Letters of Recommendation and routine email announcements
• Prepare monthly reports on behalf of the department for use at CMS Dean’s Executive Council meetings (DEC)
• Create and edit PowerPoint presentations and correspondence on behalf of FAE
• Prepare and submit expense reports for all T&E cards, including department check requests
• Manage the mail and prioritize accordingly
• Maintain office supplies; evaluate new office products; place and expedite orders for supplies; and reconciliation of charges
• Communicate effectively with administration, faculty, staff, students, and external constituents in a professional manner
• Respond to requests for information and assistance promptly
• Other duties assigned by the Vice Dean, FAE

Conditions of Employment

• Must achieve a background check clearance

• Must have proof of covid19 vaccination with booster or a university approved exemption

Required Education and Experience:

• High School diploma or a GED

• Three years of experience working as a senior administrator in customer service or student services

Required Knowledge, Skills, and Abilities:

• Ability to adjust to changing priorities and prioritize tasks

• Exemplary interpersonal, verbal, and written communication skills

• Strong organizational skills; strong proofreading skills

• Welcoming, positive, pleasant, and helpful style of communication

• Excellent organizational and planning skills

• Ability to compose professional correspondence; draft reports

• Proficient in Microsoft PowerPoint, Excel, Word, Google Suite, and Zoom

• Strong competency in customer service

• Ability to complete tasks working independently and with others

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