Coordinator, Office of University Strategies

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

29d•Onsite

About The Position

The Coordinator, Office of University Strategies provides dedicated administrative and coordination support to the EVP for University Strategies and Chief of Staff. This role supports the day-to-day execution of the EVP’s portfolio, including calendar flow, leadership meetings and one-on-ones, strategic plan project management, office coordination, and travel plans so the EVP can remain focused on Board of Trustees work, strategic plan priorities, and executive leadership responsibilities. The Coordinator manages scheduling, meeting logistics, follow-up tracking, and routine administrative processes, while helping maintain an organized, responsive, and professional office environment. The role also supports visibility across key workstreams, maintains related files and trackers, and coordinates closely with the Office of the President where responsibilities intersect.

Requirements

Bachelor’s degree preferred or equivalent experience
5+ years of administrative or executive support experience in higher education, healthcare, complex non-profit or a corporate environment.
Must achieve satisfactory results from a background check
Excellent problem solver; effective manager of competing priorities and emergent issues; high level of emotional intelligence
Ability to exercise independent judgment and initiative; to be innovative and self-motivated
Strong organizational skills that demonstrate a track record of attention to detail
Demonstrated commitment to confidentiality and the ability to work with sensitive information, records and reports.
Strong financial management and analytical skills
Excellent interpersonal skills when interacting with internal and external stakeholders
Strong and positive work ethic; high level of integrity
Adept at managing multiple demands from a diverse population of high level executives in a high-paced environment
Must maintain a flexible schedule when required, understanding the occasional need for early morning arrivals or evening meetings
High proficiency in Microsoft Office and Google Suite applications and an inclination to adopt technologies to improve practices and stay in line with trends
Excellent verbal and written communication skills with the confidence to serve as a representative of the EVP University Strategies / Chief of Staff

Nice To Haves

Experience in higher education, executive support, or similarly complex administrative environments preferred.
Prior executive support experience in higher education
Previous experience providing support and coordinating Board activities
Demonstrated comfort with—or interest and aptitude in—using generative AI and large language model tools, including developing effective prompts, customizing or training AI tools, and creating AI-assisted agents or workflows to improve administrative efficiency and executive support.

Responsibilities

Support the day-to-day operations of the Office of University Strategies / Chief of Staff, helping coordinate workflow, manage routine needs, and maintain an organized, responsive office environment.
Manage the EVP’s daily calendar flow, including scheduling, rescheduling, confirmations, meeting logistics, and alignment of routine commitments.
Coordinate leadership meetings, one-on-ones, and small internal meetings or events, including room reservations, virtual links, catering, attendee communication, and materials preparation, dissemination and related minutes.
Support a structured cadence for one-on-ones and recurring meetings by collecting updates, organizing materials in advance, and tracking follow-up items.
Provide administrative coordination for Board of Trustees meetings and related governance work within the EVP/Chief of Staff’s portfolio, in partnership with the Executive Administrator, Office of the President.
Maintain action trackers, timelines, contact lists, and shared documents for University Strategies and CoS-led work, ensuring information is current and easy to access.
Ability to support routine financial processes with accuracy, including transaction tracking, invoice and reimbursement processing, and maintenance of organized records.
Follow up on routine deliverables, collect updates from stakeholders, and organize information into simple summaries for review.
Prepare first-draft meeting materials such as agendas, meeting notes, status summaries, and simple presentation skeletons as requested.
Coordinate travel logistics, expense reporting, and administrative processes as needed.
Maintain shared files, folders, and documentation, applying consistent organization and naming practices.
Serve as a point of contact for visitors and internal or external partners, ensuring a professional and organized experience.
Handle sensitive and confidential information with a high level of discretion.
Identify opportunities to improve organization and efficiency within office workflows and support implementation of agreed-upon improvements.
Collaborate with departments across the university to research, compile data, and prepare materials that support executive decision-making.
Promote a collaborative environment among administrative staff across the university and coordinate with the Office of the President where responsibilities intersect.
Perform additional responsibilities as assigned to support the goals and operations of the Office of University Strategies / Chief of Staff and Office of the President.

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 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