Senior Administrative Assistant

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

8d•Hybrid

About The Position

The Senior Administrative Assistant serves as a shared administrative resource within the Chicago Medical School (CMS), providing high-level administrative support to the Dean's Office and other CMS departments as assigned. Reporting to the Director of the CMS Dean's Office, this position provides coverage during staff absences, supports special projects and events, and assists with academic and operational activities across multiple offices. The role requires exceptional organization, adaptability, professionalism, and the ability to manage changing priorities while maintaining confidentiality and providing outstanding customer service.

Requirements

Associate degree or equivalent combination of education and experience.
Minimum of three (3) years of progressively responsible administrative support experience.
Proficiency with Microsoft Office Suite, Google Workspace applications, and virtual meeting platforms, with the ability to learn and utilize new technology systems as needed.
Excellent organizational, time management, and multitasking skills.
Strong written and verbal communication skills.
High level of accuracy and attention to detail.
Ability to maintain confidentiality and exercise sound judgment.
Strong customer service and interpersonal skills.
Ability to work independently and collaboratively.
Adaptability and willingness to learn new systems and processes.

Nice To Haves

Bachelor's degree.
Experience in higher education, academic medicine, healthcare, or a similarly complex organization.
Experience supporting multiple departments or leaders simultaneously.
Bilingual (English/Spanish) preferred.

Responsibilities

Serve as a shared administrative resource for the CMS Dean's Office and other CMS departments.
Provide administrative coverage during staff absences, peak workload periods, and special initiatives.
Develop and maintain knowledge of departmental processes to ensure continuity of operations.
Adapt quickly to changing priorities and assignments.
Provide administrative support to CMS leadership as assigned.
Manage calendars, schedule meetings, and coordinate meeting logistics.
Prepare, edit, and format correspondence, reports, presentations, and other documents.
Maintain electronic and physical files in accordance with institutional standards.
Monitor shared email inboxes and respond or route inquiries appropriately.
Help coordinate meetings, events, ceremonies, retreats, and special programs.
Arrange meeting space, catering, audiovisual support, registrations, and meeting materials.
Provide on-site event support and assist with post-event follow-up and expense reconciliation.
Provide administrative support for academic, operational, and special projects as assigned.
Coordinate schedules, communications, materials, and documentation.
Support departmental projects, accreditation activities, grant-funded initiatives, and reporting as assigned.
Provide administrative support for Continuing Medical Education (CME) activities and programs, including scheduling, communications, documentation, and event coordination.
MSPE clerkship graph data entry to support M4 residency application (August)
LCME support
Assist with purchasing, expense processing, budget tracking, and financial reconciliation.
Maintain records and administrative documentation.
Support onboarding and orientation activities for new faculty and staff.
Serve as a professional point of contact for faculty, staff, students, and external partners.
Build collaborative working relationships and provide responsive, solution-oriented customer service.

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