Administrative Assistant

Position Summary

 The Administrative Assistant will provide administrative support to Department Chair and faculty.

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

• Compose and prepare confidential correspondence including reports, memorandums, letters, spreadsheets and forms
• Manage multiple calendars including the shared department calendar
• Attend relevant department committee meetings, keep meeting minutes, and transcribe meeting minutes when needed
• Create, update, and administer department-specific assessments (e.g., student course evaluations, annual student and alumni surveys)
• Oversee administrative coordination of prospective student interview days
• Prepare and distribute announcements within and outside of department
• Assist with course and room scheduling
• Assist with internal events and meetings
• Open and direct mail, mail packages for the department
• Maintain office files and records
• Maintain office supplies and equipment
• Receive and coordinate telephone communications
• In the absence of the Coordinator, prepare check requests and travel and seminar reimbursements
• Perform other duties related duties as assigned and/or delegated.

Conditions of Employment

• Must achieve satisfactory results from a background check
• Must have proof of COVID 19 vaccination or a university approved exemption

Required Education & Experience

• High School Diploma or GED 
• 1-2 years of administrative or office experience

Required Knowledge, Skills, & Abilities

• Analytical skills
• Problem-solving skills
• Exceptional skills in written, telephone, and personal communications
• Innovative and self-motivated
• Effective organizational and planning skills
• Strong customer service orientation
• Strong, positive work ethic and a high level of integrity
• Strong editing and proofreading skills
• Strong commitment to confidentiality
• Proficiency in Microsoft Office Suite, Word, Excel, PowerPoint
• Database management, Adobe, graphics, and presentation software, etc.
• Ability to collect, compile and organize facts, figures, etc., and triage information 
• Identify appropriate persons for contact and follow through
• Ability to compose correspondence and draft computerized reports
• Ability to work independently and as part of a team; make timely decisions
• Determine priorities; deal with periodic timetable changes; handle detail job tasks and the ability to meet deadlines
• Accuracy in coordinating/manage multiple projects and tasks simultaneously
• Ability to show respect and sensitivity for cultural differences; work/interact with a variety of internal and external constituents

Preferred Qualifications

• Some college or additional training preferred

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