Position Summary

The Administrative Assistant assists one department Chair and Assistant Chair, faculty, students, and the Coordinator in the Department of Podiatric Medicine and Surgery. This individual manages all administrative aspects of the department. Rosalind Franklin University of Medicine and Science, a national leader in inter-professional medical and healthcare education, is a graduate-level health sciences university on an attractive 85-acre campus in North Chicago, Illinois, approximately 40 miles north of Chicago and 50 miles south of Milwaukee. As such, the University benefits from active collaborations with local hospitals, 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, providing the Department with potential research and clinical training resources.

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 an 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, 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 (RFU) is a six-college graduate health sciences university dedicated to the interprofessional education of health and biomedical professionals.

Dr. William M. Scholl College of Podiatric Medicine – Scholl is the name to know in podiatric medicine. Founded in 1912 by a pioneer in podiatry, Scholl College is an international resource in the field. In fact, one out of three podiatrists in the U.S. is a Scholl College alumnus. As part of Rosalind Franklin University (RFU), we provide a fully accredited, four-year professional program leading to the Doctor of Podiatric Medicine (DPM) degree, along with opportunities for a combined DPM/PhD degree.

Scholl prepares tomorrow’s top physicians and leaders in the field of podiatry. Scholl College is recognized for its exceptional clinical education, in part because of the RFU Health Clinics adjacent to the RFU campus. We have access to clinical experiences in a variety of healthcare settings throughout the Chicago metro area, where our students participate in multiple rotations, at the John H. Stroger, Jr. Hospital of Cook County and other leading metro area Chicago teaching hospitals. Furthermore, our campus offers a 100,000-square-foot Innovation and Research Park to encourage advancements in podiatric medicine and other healthcare specializations – and foster cross-disciplinary collaboration.

Scholl College made diversity, equity and inclusion (DEI) a component of our 2020-2023 Strategic Plan, and we also created a task force on enhancing DEI in healthcare by making recommendations for curricular enhancements that address disparities in treatment. And we strive to maintain a safe, inclusive environment for students, faculty and staff of all backgrounds.

Essential Duties & Responsibilities

• Ordering and distribution of medical/teaching supplies for workshops and capstones.
• Collect Syllabi, Post grades, Upload PPT presentations - Desire 2 Learn (D2L).
• Proctor exams.
• Assists with the faculty appointment process.
• Work with the Coordinator, Podiatric Medicine & Surgery to prepare the department's annual budget; Provide day-to-day budget oversight.
• Reconcile purchases, prepare purchase orders, check requests, budget transfers, and track budgetary accounts.
• Provide administrative support to the Department Chair, Assistant Chair, and Department Members as assigned by the Coordinator, Podiatric Medicine & Surgery.
• When applicable, arrange events, meetings, and travel.
• Manage department calendar and submit activities to be placed on Google Calendar for the Department.
• Take minutes for meetings and special projects.
• Serve as a resource for students and faculty.
• Develop goals and objectives for annual review.
• Other duties as assigned by the Chair and Coordinator, Podiatric Medicine & Surgery

Conditions of Employment

• Must achieve satisfactory results from a background check
• Compliance with the current COVID19 vaccination policy

Required Education & Experience

• High School diploma or GED equivalent
• Associate degree or Bachelor's degree preferred
• Minimum five years of administrative/secretarial experience

Required Knowledge, Skills, & Abilities

• Excellent organizational and time management skills.
• Ability to meet continuous deadlines while multitasking other responsibilities.
• Expert user in Microsoft Office Suite 2003 and up (i.e. spreadsheet analysis, word processing, database management software, spread sheets, etc.); and type 60 wpm.
• Ability to work independently.
• Exercise independent judgment and initiative.
• Exhibit effective organizational skills.
• Strong customer service skills.
• Strong positive work ethic.
• Editing and proofreading skills.
• Commitment to confidentiality
• Ability to make timely decisions and set priorities.
• Exceptional skills in written, telephone, and personal communications.
• Ability to show respect and sensitivity for cultural differences.
• Work/interact with a variety of internal and external constituents.
• Analytical skills with the ability to collect, compile, and organize facts, figures, etc., and triage information to identify appropriate persons for contact and follow through.
• Problem solving skills.
• Ability to meet continuous deadlines while multitasking other responsibilities
• Compose correspondence.
• Create computerized reports.
• Handle detailed job tasks with accuracy.
• Coordinate/manage multiple projects and tasks simultaneously.

Preferred Qualifications

• Prior experience in higher education desired.

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