Sr. Administrative Assistant for Academic Learning Environment
Rosalind Franklin University
January 11, 2018
North Chicago, Illinois
Higher Education Institution
Job Description Summary The Office of Academic Learning Environment 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 that can add new and valuable perspectives to the academic environment. The Senior Administrative Assistant will be responsible for ensuring the highest level of customer service as well as efficiently and effectively performing general office administrative functions for the Senior Associate Dean for Academic Learning Environment. Functions include reception, phone, scheduling, meeting facilitation, office supplies, and mail.
Essential Duties & Responsibilities The Senior Administrative Assistant for the Office of Academic Learning Environment will serve as the primary point of contact and will perform administrative duties for the office as assigned. They will: 1) Provide professional administrative support to the Senior Associate Dean, Office of Academic Learning Environment, its subdivisions, and other staff as assigned. 2) Coordinate and execute planning and logistics for all CMS Global Health and Diversity programming including special events, and guest speakers alongside the ALE Programs Coordinator. 3) Serve as the primary liaison for underrepresented student events, workshops, seminars, and mentor programs. Contribute to team effort by accomplishing goals as needed. 4) Maintain an organized filing system of including electronic documents and the ALE shared drive. 5) Manage projects from creation through completion and take the lead in coordinating resources and materials. 6) Schedule and coordinate meetings, conference calls, and maintain conference room calendar schedules. 7) Coordinate and distribute materials, reserve meeting space, prepare agendas, and prepare room for attendees. Take minutes as assigned and follow up on meeting action items. 8) Make travel arrangements, create itineraries, compile required materials, and reconcile travel expense reports. 9) Coordinate and assist with planning key ALE events and programs, including Academic Rodeos, Faculty Development, and Learning community programs. 10) Conserve department’s time by reading, researching, routing correspondence; drafting letters and documents; collecting and analyzing information; initiating communications. Compile data and create summary reports for analysis. 11) Create and edit power point presentations and correspondence on behalf of ALE. 12) Prepare and submit expense reports including check requests. 13) Manage the mail and prioritize accordingly. 14) Maintain office supplies; evaluate new office products; placing and expediting orders for supplies; and reconciliation of charges. 15) 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. 16) Special projects as assigned.
Required Education & Experience • Bachelor’s Degree or related experience. • One to three years of experience working as an executive assistant, in customer service or student services. • Experience with Microsoft Office Suite. • Must achieve a background check clearance.
Required Knowledge, Skills and Abilities • Strong computer skills (Word, Excel, D2L or similar education platform). • Ability to adjust to changing priorities and prioritize tasks • Exemplary interpersonal, verbal and written communication skills. • Strong organizational skills; strong proof reading skills • Welcoming, positive, pleasant, and helpful style of communication • Excellent organizational and planning skills. • Ability to compose professional correspondence; draft reports. • Proficient in Microsoft Power Point, Excel and Word. • Strong competency in customer service. • Ability to complete tasks working independently and with others.
Rosalind Franklin University of Medicine and Science, a national leader in Interprofessional medical and healthcare education, is a graduate-level health sciences university situated on an attractive 85-acre campus in North Chicago, Illinois, approximately 40 miles north of the city of Chicago and 50 miles south of Milwaukee. As such, the University benefits from active collaborations with local h...ospitals, as well as academic institutions in both cities. The campus is shared with the North Chicago VA Medical Center and the Great Lakes Naval Training Center, both of which provide the University with potential research and clinical training resources. Rosalind Franklin University is comprised of five Schools: the Chicago Medical School, College of Health Professions, Dr. William M. Scholl College of Podiatric Medicine, the College of Pharmacy and the School of Graduate and Postdoctoral Studies. Rosalind Franklin University enrolls approximately 2,000 students per academic year, and is supported by 1650 full and part-time faculty and 415 staff members. Founded in 1912, Rosalind Franklin University has educated more than 17,000 medical and advanced health sciences degree graduates in the United States and worldwide. Rosalind Franklin University of Medicine and Science promotes a dynamic learning environment in which qualified individuals of differing perspectives and cultural backgrounds pursue academic goals with mutual respect and shared inquiry. To serve the population through the interprofessional education of health and biomedical professionals and the discovery of knowledge dedicated to improving the wellness of its people. Equal Opportunity Employer of Minorities, Females, Protected Veterans, and Individual with Disabilities