Administrative Coordinator, Medical Education

Rosalind Franklin University of Medicine & Science-posted 2 months ago
Full-time • Entry Level
North Chicago, IL
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The Administrative Coordinator, Medical Education (ACME) plays a critical role in advancing the effective delivery of the Foundational Sciences curriculum within the Chicago Medical School. This position provides high-level coordination and operational management to ensure that medical education programs, courses, and faculty-led sessions are delivered seamlessly in both virtual and in-person settings. Reporting to the Department Chair, Vice-Chair, Education Directors, and the Manager of Medical Education, the ACME serves as a central hub for curriculum operations, schedule management, instructional technology, and academic program support. The Coordinator partners closely with faculty, staff, and students to foster an organized, efficient, and learner-centered environment that supports the school’s academic mission.

  • Coordinate day-to-day operations and logistics for medical education courses, blocks, and threads to ensure programs run smoothly.
  • Update and distribute course syllabi, schedules, and upload all lecture materials to the learning management system in collaboration with Block/Course Directors.
  • Monitor and communicate schedule changes in real time, ensuring timely updates to students, faculty, and administrative staff.
  • Track and report student attendance and course participation in accordance with institutional requirements.
  • Manage and optimize use of educational technologies and learning platforms (e.g., D2L, ExamSoft, Zoom, NBME, Google Workspace) to support instruction and assessment.
  • Administer and proctor M1 and M2 exams and quizzes, both in-person and virtual, ensuring secure, consistent, and professional testing environments.
  • Coordinate secure administration of assessments, ensuring compliance with institutional standards and confidentiality protocols.
  • Stay current with innovations in instructional technology and recommend enhancements that improve course delivery and student engagement.
  • Coordinate classroom and meeting room technology (A/V, videoconferencing, recording, etc.).
  • Serve as the primary point of contact for faculty regarding course logistics, instructional technology, and program operations.
  • Provide clear and consistent guidance to students on course requirements, testing procedures, and institutional policies.
  • Manage preparation, verification, and dissemination of grades, evaluations, and official course communications.
  • Assist with department meetings, including scheduling, agenda prep, and taking minutes.
  • Maintain comprehensive and well-organized academic records, ensuring compliance with institutional and accreditation standards.
  • Draft, edit, and distribute professional correspondence, reports, and program documentation on behalf of faculty and leadership.
  • Protect confidentiality and uphold integrity in handling sensitive student and program information.
  • Support departmental initiatives, special projects, and continuous quality improvement efforts as directed by program leadership.
  • Associate’s degree required (or equivalent combination of education and relevant professional experience).
  • Experience coordinating complex schedules, programs, or projects in a professional setting.
  • Advanced computer proficiency with Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace (Docs, Sheets, Slides, Drive, Forms), Adobe Acrobat, and database/records management systems.
  • Ability to learn and apply educational technologies (LMS platforms, videoconferencing tools, exam software).
  • Strong verbal and written communication skills, with the ability to prepare professional correspondence, reports, and instructional materials.
  • Exceptional organizational and project management skills with attention to accuracy, deadlines, and process improvement.
  • Strong interpersonal skills and ability to work effectively with faculty, students, administrators, and external partners.
  • Commitment to confidentiality and professional integrity.
  • Proven ability to exercise discretion, maintain confidentiality, and uphold professional integrity in handling sensitive information.
  • Capacity to work both independently and collaboratively in a fast-paced, academic environment.
  • Bachelor’s degree preferred (or equivalent combination of education and relevant experience).
  • Demonstrated experience in higher education, healthcare, or academic program administration.
  • Experience analyzing data and preparing reports to support program evaluation and continuous improvement.
  • Medical, dental, and vision plans.
  • Paid parental leave.
  • Short term and long term disability plans.
  • Life insurance.
  • Flexible spending accounts.
  • 403(b) retirement plan with an 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.
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