Senior Administrative Assistant, FAE

Compensation: $19.90 - $25.09

Position Summary

The Office of Faculty Affairs and Engagement (FAE) in the Chicago Medical School at Rosalind Franklin University of Medicine & Science invites applications for a full-time Senior Administrative Assistant position. The Senior Administrative Assistant will provide high-level administrative support to the Vice Dean for Faculty Affairs and Engagement and the Director for Faculty Affairs, ensuring efficient office operations and the highest level of customer service.

Key functions include calendar and budget management, event and meeting coordination, communications, document and records management, and general administrative support for faculty-related processes and programs.

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/ personal leave, 15 sick days, and 9 paid holidays, paid winter break, plus two floating holidays. This position is fully on-site with possibility of hybrid after 6-12 months.

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

The Senior Administrative Assistant for the Office of Faculty Affairs and Engagement will serve as the primary point of contact for the office and perform administrative duties including:

• Provide professional administrative support to the Vice Dean, Director, and other FAE staff as assigned.
• Manage calendars, coordinate meetings, and arrange travel, itineraries, and expense reconciliation for the Vice Dean and Director.
• Oversee day-to-day financial operations, including monitoring the departmental budget, reconciling p-card expenditures, and preparing check requests.
• Support annual budget planning and assist with related financial tracking and reporting.
• Plan and coordinate key meetings and events for faculty, staff, and students (e.g., faculty recognition events, workshops, and seminars).
• Provide administrative support to the Academic Assembly, including communications, meeting logistics, committee nominations and elections, and record management.
• Prepare and edit professional correspondence, reports, presentations, and announcements on behalf of FAE.
• Manage and update the FAE website and share electronic files to ensure accessibility and accuracy.
• Maintain up-to-date knowledge of university policies, academic governance procedures, and institutional systems.
• Assist in preparing data summaries and reports for accreditation, institutional review, and leadership presentations.
• Serve as a point of contact for faculty and staff inquiries related to Faculty Affairs policies, procedures, and forms.
• Exercise discretion and sound judgment in handling confidential and sensitive information.
• Support communications strategy by maintaining mailing lists, drafting communications, and updating website content related to faculty initiatives.
• Provide cross-coverage coordination for faculty appointments, reappointments, and promotions, including the preparation, review, and processing of appointment and credentialing materials in compliance with institutional policies.
• Maintain accurate and confidential faculty records and databases.
• Provide data reporting support and communication to Faculty Development Council
• Communicate requirements, deadlines, and status updates to faculty and administrative staff.
• Prepare and distribute meeting materials, reserve meeting spaces, take minutes, and follow up on action items as assigned.
• Maintain office organization and inventory, including ordering and reconciling office supplies.
• Handle incoming mail, prioritize appropriately, and respond to inquiries from faculty, staff, students, and external constituents in a professional and timely manner.
• Contribute to departmental projects and initiatives to support the mission of Faculty Affairs and Engagement.
• Perform other duties as assigned by the Vice Dean or Director.

Required Education and Experience:

• High school diploma or GED.
• Minimum of three years of experience providing administrative support in customer service, higher education, or related setting.

Required Knowledge, Skills, and Abilities:

• Exceptional organizational, planning, and time-management skills.
• Strong written and verbal communication skills, including proofreading and professional correspondence.
• Demonstrated ability to manage multiple priorities and adapt to changing needs.
• Welcoming and professional demeanor with excellent interpersonal and customer service skills.
• High level of proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Suite, and Zoom.
• Ability to maintain confidentiality and exercise discretion in all matters.
• Ability to work independently and collaboratively in a fast-paced environment.

Typical Physical Demands & Working Conditions

• Selected candidates must have the mental and physical capabilities to perform the essential functions of the position with or without reasonable accommodation.

EOE, Including Disability / Vet