Administrative Coordinator

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

9d

About The Position

The Administrative Coordinator provides shared administrative support to the Vice Dean and Associate Dean of Clinical Experiences in the Dean’s Office of the Dr. William M. Scholl College of Podiatric Medicine. The role supports calendars, committees, student academic processes, clinical education, records, and communications.

Responsibilities include managing schedules and meetings, processing purchases and reimbursements, maintaining college information pages, coordinating student communications and academic processes, maintaining student records and evaluations, scheduling clinical experiences and examinations, and communicating with community podiatry sites and faculty. The coordinator also assists with surveys, reports, medical supplies, onboarding, and other assigned administrative projects.

Requirements

• High school diploma or equivalent.
• 2–3 years of experience in an academic or medical education setting.
• Demonstrated analytical and problem-solving skills.
• Strong customer service orientation.
• Effective written and verbal communication skills, including the ability to compose correspondence and draft reports.
• Positive work ethic, high integrity, and self-motivation.
• Effective organizational and planning skills.
• Strong attention to detail, including editing and proofreading skills.
• Proficiency in Microsoft Office and Google Workspace.
• Ability to collect, compile, and organize facts and figures, triage information, identify appropriate contacts, and follow through.
• Strong commitment to confidentiality.
• Flexibility and adaptability to handle periodic timetable changes and competing priorities.
• Ability to demonstrate respect and sensitivity for cultural differences and work with a variety of internal and external constituents.
• Must achieve satisfactory results from a background check.
• Must have the mental and physical capabilities to perform the essential functions of the position, with or without reasonable accommodations.

Nice To Haves

• Some college coursework or specialized administrative training.
• Experience supporting an academic environment, student records, or clinical education.

Responsibilities

• Manage calendars, appointments, scheduling conflicts, and shared deadlines for the Vice Dean and Associate Dean of Clinical Experiences.
• Coordinate meetings, including PACC meetings, and events; prepare agendas and minutes and follow up on action items.
• Reconcile purchases, maintain transaction records, and prepare purchase orders, check requests, and reimbursements.
• Coordinate pre-clerkship rotation articulation agreement documentation, approvals, and renewals.
• Maintain the college’s InSite pages; answer telephone inquiries, prepare correspondence, compile reports, and distribute mail.
• Arrange approved travel, reservations, itineraries, and associated documentation.
• Perform related administrative duties and special projects assigned by the Vice Dean and Associate Dean of Clinical Experiences.
• Create, distribute, and manage course surveys.
• Manage the clinic manual, post it on D2L, and track student completion.
• Coordinate communications about student processes, clinical requirements, and assessments among students, faculty, department chairs, course coordinators, and Student Affairs.
• Assist with gathering case materials and preparing letters and other correspondence.
• Maintain student portfolios and assist with exam proctoring and monitoring.
• Maintain and track P2 and P3 clinical evaluations.
• Coordinate schedules for P2 and P3 OSCEs, clinical competency examinations, and P4 examinations in ExamSoft.
• Track OSHA and HIPAA training for P2 students.
• Coordinate clinic schedules for P1, P2, and P3 students, including make-up clinic sessions.
• Coordinate onboarding for P2 and P3 students at offsite clinical sites and send calendar invitations for P2 and P3 clinical sites.
• Maintain and track student volunteer and leadership hours, and maintain student skills workbooks for P2 and P3 students.
• Communicate with community podiatry and other clinical sites about schedules, requirements, documentation, and outstanding items.
• Coordinate and schedule community podiatry sites for P2 and P3 students.
• Administer course, instructor, and clinical-experience surveys and evaluations, track completion, and prepare summaries for the Vice Dean and Associate Dean of Clinical Experiences.
• Order, track, and distribute medical supplies for community podiatry faculty.
• Compile up-to-date patient encounter volume reports from data supplied by clinical staff.

Benefits

• 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.
• For full-time staff: 3 weeks of vacation/personal leave, 15 sick days, 9 paid holidays, paid winter break, and two floating holidays.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED