Administrative Assistant for Student Affairs

Hourly Range: $18.06 - $27.31/hr,  depending on experience and qualifications

Position Summary:

The Administrative Assistant will provide administrative support for the Division of Student Success and Wellness. The Administrative Assistant will often serve as the first contact for the division with critical need for customer service orientation, professional work ethic, and a desire to understand the philosophies of Student Affairs work. Under the supervision of the Administrative Director, the Administrative Assistant will work to primarily support the functions within Student Affairs. The Administrative Assistant will work cooperatively with the Office of Student Life, Student Housing, Academic Support, and Accessibility Services staff.

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 well-being and work-life balance. Full-time staff are eligible for 3 weeks of vacation/ paid leave, 15 sick days, and 13 holidays plus two floating holidays.

Who We Are:

The Division of Student Success and Wellness works cooperatively as a team with the Office of Academic Support and Accessibility Services, the Office of Student Life, the Office of Student Housing, and the Student Health and Wellness Center. The Office of Student Life supports the academic and social development of students through enhancing the quality of campus life serving over 2000 full-time graduate students.

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 and Responsibilities:

• Supports the Administrative Director with daily functions including calendar, budgets, and presentations.
• Act as backup administrative support for the Dean of Students.
• Act as first contact and professional representation for the Division of Student Success and Wellness.
• Responsible for initiating, performing, and coordinating the clerical and secretarial functions required for the effective implementation of the office duties, responsibilities, and administrative policies.
• Coordinate internal and external departmental communications including newsletters, website maintenance, and marketing material.
• Executes necessary budget, purchasing, and financial assistance for the office.
• Executes and maintains necessary budget and financial assistance for 100 – 110 student organization accounts.
• Maintains supplies and equipment within the office suite.
• Maintain schedules, arranges travel, answer phones, take messages, and handle the mail operations.
• Performs administrative assistant duties such as typing and maintenance of all documents, ledgers, and spreadsheets.
• Maintains strict professionalism and confidentiality in all matters.
• Facilitates the student event registration process and communication.
• Manages and executes student event room reservations directly in OfficeTracker software.
• Assist with data entry for Student Housing’s leasing and recontracting periods.
• Manages equipment checkout and return processes.
• Manages all academic and recreational locker assignments, maintenance, communication, and marketing.
• Maintains student judicial records and manages all communication within the student judicial hearing board process.
• Manages student data for commencement planning and participates in planning of the commencement ceremony.
• Manages quarterly and annual student surveys and evaluations and prepares annual programming reports.
• Manages and executes program Testing Center reservations directly in Google Calendar.
• Work to anticipate needs in the area of responsibility of the position, have outstanding collaboration, facilitation, and program-solving skills, and a “can do” attitude.
• Participates in training as needed and as indicated by the Administrative Director.
• Participates in division-wide planned events including but not limited to orientation, new resident move-in, white coat ceremonies, and awards ceremonies.
• Perform other related job duties as assigned.

Conditions of Employment:

• Must achieve a satisfactory result from a background check.  
• Must have proof of COVID-19 vaccination with booster or a university-approved exemption.

Required Education and Experience:

• High school diploma or GED.
• Experience as an administrative assistant in any setting.

Required Knowledge Skills & Abilities:

• Proficiency using financial spreadsheets and management systems.
• Strong communication, interpersonal, and organizational skills.
• Ability to multi-task without confusion or the functional supervision of others.
• Ability to type 45-60 wpm.
• Proficiency and knowledge of personal computer applications (Google Workspace, Microsoft Office Suite, etc.).
• English language comprehension skills; ability to read, write, and communicate the English language clearly and concisely.
• Excellent discretion and judgment.
• Ability to follow complex verbal and written instructions.
• Must be comfortable working and interacting in a diverse environment.
• Ability to handle details.
• Strong organizational skills.
• Strong facilitation and problem-solving skills.
• Must have a positive and “can do” attitude.
• Dependable with a great work ethic.

 Preferred Qualifications:

• Bachelor’s degree.
• Relevant experience in higher education, healthcare, or nonprofit organizations preferred.

Typical Physical Demands and Working Conditions:

• Work is performed in a typical office environment and will be conducted in a climate-controlled office with extensive use of computers, telephones, and other office equipment.
• Work is of a light physical demand with duties being performed while sitting, standing, or occasionally stooping.
• Selected candidate must have the mental and physical capabilities to perform the essential functions of the position with or without reasonable accommodations.
• Flexibility for off-site work (for events) as needed.

EOE, including Disability / Vets