Administrative Coordinator, CMS Admissions

Rosalind Franklin University of Medicine & Science•North Chicago, IL

5d•Hybrid

About The Position

Under the leadership of the Associate Dean for Admissions for Chicago Medical School (CMS), the Administrative Coordinator provides administrative and operational support for the CMS admissions process and the Office of the Associate Dean for Admissions. Primary responsibilities include coordinating interview activities, supporting Student Admissions Committee (SAC) processes, managing logistics for recruitment and admissions events, and providing administrative support to the Associate Dean. The Administrative Coordinator also responds to general inquiries, manages the Associate Dean’s calendar and scheduling, supports budget administration and expense reconciliation, coordinates meetings, and performs other administrative functions throughout the admissions cycle. The Administrative Coordinator serves as a key point of contact for applicants, faculty, staff, students, alumni, interviewers, and other internal and external stakeholders. The position requires strong organizational and interpersonal skills, attention to detail, professionalism, discretion, sound judgment, and the ability to manage multiple priorities and deadlines.

Requirements

Associate’s degree or two or more years of relevant experience in an administrative, coordinator, executive assistant, customer service, student services, admissions, or related role.
Strong computer skills, including proficiency with Microsoft Office Suite.
Ability to learn and effectively use admissions, financial, scheduling, and other University systems.
Strong written and verbal communication skills.
Excellent organizational, planning, and time-management skills.
Strong attention to detail and accuracy.
Strong customer service and interpersonal skills.
Ability to manage multiple priorities, projects, and deadlines.
Ability to work independently and collaboratively as part of a team.
Ability to communicate professionally with a wide range of internal and external stakeholders.
Ability to exercise discretion, maintain confidentiality, and appropriately handle sensitive admissions information.
Ability to anticipate administrative and logistical needs and follow through on assigned responsibilities.
Ability to become proficient in Slate and other University systems.

Nice To Haves

Bachelor’s degree.
Previous experience in admissions, advising, student affairs, higher education, or a related environment.
Experience coordinating interviews, recruitment programs, events, or committee activities.
Experience with admissions or student information systems, budget administration, or financial reconciliation.

Responsibilities

Coordinate all CMS interview process logistics, including scheduling, interviewer assignments, training compliance, and virtual technology setup across faculty, staff, student, alumni, and community interviewers.
Support applicant recruitment, file screening, and selection activities while maintaining precise records, schedules, and decision entries in Slate.
Manage administrative operations for the Student Admissions Committee (SAC), including application assignments, meeting schedules, agendas, minutes, polling, and decision tracking.
Plan and execute logistics for recruitment and admissions events—such as Open Houses and Admitted Student Visit Weekend—managing venues, AV, catering, travel accommodations, materials, and vendor coordination.
Represent CMS at events and assist the Associate Dean for Admissions with calendar management, meeting preparation, presentation materials, and delegated administrative tasks.
Serve as primary point of contact for internal and external stakeholders, managing admissions calendars, applicant communications, and the main email inbox.
Oversee departmental finances by tracking daily operating expenses, reconciling expenditures in SAP Concur, and collaborating with Finance to monitor the budget.
Drive operational efficiency through process improvement recommendations while independently managing multiple priorities accurately and confidentially.
Other duties as assigned.

Benefits

medical, dental, and vision plans
paid parental leave
short term and long-term disability plans
life insurance
flexible spending accounts
a 403(b)-retirement plan which includes a 8% employer contribution after 2 years of service
3 weeks of vacation/ personal leave
15 sick days
9 paid holidays
paid winter break
two floating holidays