Administrative Coordinator

Position Summary

The Administrative Coordinator will support the Director of the Reproductive Medicine and Immunology (RMI) Program at the Rosalind Franklin University Health Clinics (RFUHC). She/he will ensure the completion of administrative tasks of daily and long-term nature in the area of administrative responsibilities within RMI to effectively support and actively participate in special/critical tasks of the program and its associated administrative functions and tasks. The Administrative Coordinator will serve as an administrative resource for internal and external stakeholders associated with RMI’s academic, research and societal administrative functions.

Our generous benefits package includes medical, dental, and vision plans; paid parental leave; short-term and long-term disability plans; life insurance; flexible spending accounts; and a 403(b) retirement plan which includes an 8% employer contribution after two years of service. RFUMS is committed to employee well-being and work-life balance. Full-time staff members are eligible for three weeks of vacation, 15 sick days, and 13 holidays plus two floating holidays. That is a minimum of 30 paid days off each year

Who We Are

Rosalind Franklin University Health Clinics (RFUHC), a subsidiary of Rosalind Franklin University of Medicine and Science, combines compassionate care with state-of-the-art science to provide patients with the highest quality medical services. The physicians of RFUHC are innovators in their fields, offering patients access to the latest discoveries in podiatry, behavioral health and reproductive medicine.

Essential Duties & Responsibilities

• Reports directly to the Director of RMI and Vice President of RFUHC
• Represent and provide professional administrative support to the Director of the RMI program
• Administration of the educational program, including Post-doctoral fellowship for domestic and international fellows to include;
  • Actively communicates with potential candidates
  • Facilitates and coordinates interview schedules and arranges the travel itinerary for the visiting candidates
  • Gather, review, and confirm all required documents for the candidate
  • Communicate with HR, IT, GME Office, and Student Affairs for upcoming fellows and graduating fellows
  • Coordinates and works closely with Fellows to complete her/his training programs efficiently and on schedule to include HIPPA training/compliance, lab safety, and IRB training
  • Works closely with the Nurse Supervisor to track attendance and time off for the fellows via the ADP or current organization system
  • Manage and maintain RMI website related to the fellowship program
  • Manage and maintain the contract status for the fellowship program advertising in ACOG, ASRI, ASRM and other related online resources
• Hospital privileges, licensure and training is current;
  • Works closely with RFUHC Credentialing Specialist to initiate and maintain hospital privileges
  • Works closely with the RFUHC Credentialing Specialist to confirm that all providers have completed the required training, including HIPPA, BLS, ACLS, etc. as required to maintain licensure and hospital/payer credentialing
  • Work closely with the RFUHC Executive Administrative Assistant to ensure professional licensure fees and receipts are submitted correctly and are current
• Medical Student and Clerkship Rotation
  • Works closely with the RFUMS Colleges to coordinate student rotations and academic events
  • Communicate with the students and coordinates meetings with faculty
  • Records and monitor student attendance requirements
  • Communicates with student affairs and reports the final evaluation
  • Works closely with the Director of Clinical Practice Operations to establish an Athena account for the students and will monitor student utilization
• Research and Institutional Review Board (IRB)
  • Works closely with the IRB office for any new or existing projects/studies
  • Maintain and manage consent forms
  • Works closely with the Director of RMI to oversee research protocol, renewal deadlines, compliance, and renewal period
  • Works closely with the Clinical Immunology Laboratory (CIL) to ensure consent forms for CIL research are current and in compliance
• RMI Administrative Activities
  • Coordinate and schedule meetings for the Director of RMI and as needed, other members of the RMI Provider team, for the proper coordination of appointments/meetings, professional conferences, and RMI/RFUHC/RFUMS/ events
  • Coordinate meeting rooms and arranging for audio visual equipment for various meetings, classes and events when required
  • Attend meetings when appropriate, initiate follow-up on action items and provide status updates
  • Maintains all files neatly and efficiently, making certain all pertinent information is immediately available when needed by the RMI, RFUHC and RFUMS to include electronic documents and shared drives
  • Ensures confidentiality of all activities that relate to RFUHC and RFUMS
  • Optimize RMI processes that ensure the efficiencies for the critical administrative functions of RMI and RFUHC, as appropriate
  • Ensures RMIs day-to-day administrative activities and tasks are completed and timely follow up is executed for incomplete task
  • As directed, coordinate RMI events, special events, workshops, seminars, and retreats
  • Coordinate and secure meetings with internal and external partners
  • Create and prepare RMI reports, agendas, and spreadsheets, when applicable
  • Assigned tasks are completed in an accurate and timely manner with few errors
  • Reports to work on time and abides with the university and department guidelines for attendance
  • Demonstrates the essential components of teamwork and team participation
  • Proactively assists co-workers, faculty and colleagues in times of increased work load
  • Works closely with the RFUHC Executive Administrative Assistant to manage specific RMI supply par levels, submitting/expediting orders, and reconciling invoices expeditiously
  • Works closely with the RFUHC Executive Administrative Assistant to initiate/process RMI expenditures to include purchase orders, check requests, requisitions, corporate credit card reconciliations and reimbursements
  • Other duties as assigned by the Director of RMI and Vice President of Clinical Services

Conditions of Employment

• Must achieve satisfactory results from a background check
• Compliance with the current COVID19 vaccination policy

Required Education & Experience

• Highschool diploma or GED
• 3+ years’ administrative support experience

Required Knowledge, Skills, & Abilities

• Knowledge of medical terminology, and provincial/territorial and federal regulations
• Highly effective written and verbal communication skills
• Ability to treat sensitive/confidential information with appropriate discretion
• Ability to work as a member of a team and to interact effectively and maintain collegial relationships with administration, faculty, staff and students
• Flexible, adaptable, and ability to exercise sound judgement
• Self-starter, self-directed and excellent time management skills
• Ability to continually learn additional systems and software in order to ensure adequate support for RFUHC/RMI
• Ability to effectively handle multiple tasks simultaneously, prioritize responsibilities and handle detailed job tasks with accuracy and efficiency to meet deadlines
• Proven problem-solving skills with ability to identify and develop process improvement with a drive for quality outcomes
• Excellent organizational, planning, and analytical skills
• Exemplary interpersonal, verbal and written communication, editing and proofreading skills; ability to compose correspondence
• Proficient use of computer software including Microsoft Office, Google Suite, and Video Conferencing applications

Preferred Qualifications

• Bachelor’s degree or higher
• Prior experience in a healthcare or academic setting

Typical Physical Demands & Working Conditions

• Selected candidate must have the mental and physical capabilities to perform the essential functions of the position with or without reasonable accommodations.

EOE, Including Disability / Vets