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Administrative Coordinator, Medical Education

4 months ago

North Chicago, United States Rosalind Franklin University of Medicine & Science Full time
Job DescriptionJob Description

Position Summary

The Department of Foundational Sciences & Humanities in the Chicago Medical School at Rosalind Franklin University of Medicine and Science invites applications for a full-time Administrative Coordinator. The Administrative Coordinator will be responsible for the Foundational Science curriculum under the leadership of the Department Chair and Vice-Chair, Education Director and the Manager, Medical Education. The Administrative Coordinator will also support the Discipline Chair and/or Education Directors (Block, Course, Thread), faculty and students to assure that all programs and processes are managed, coordinated and organized efficiently.

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 2 years of service. RFUMS is committed to employee wellbeing and work-life balance. Full time staff are eligible for 3 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 of Medicine and Science (RFUMS) is a six-college graduate health sciences university dedicated to the interprofessional education of health and biomedical professionals. Chicago Medical School, the original college of the six, has been educating physicians and furthering biomedical research for more than 100 years. Established in 1912, the founders built a combined medical school and hospital where working men and women could study medicine at night.

Faculty and staff are passionate about CMS’ mission to educate physicians and scientists dedicated to providing exemplary, compassionate patient care, and excellence in scientific discovery within a diverse, supportive, and interprofessional environment.


Essential Duties & Responsibilities

  • Coordinates the Foundational Science curriculum and assures programs run smoothly and effectively.

  • Proactively anticipates issues before they occur and independently resolves them to a successful conclusion.

  • Assist Block and/or Course Directors with creating and editing course syllabi and schedules.

  • Monitors changes to course schedules and appropriately notifies students, faculty, Block/Course Directors and room scheduling personnel.

  • Coordinate meeting rooms and arrange for audio visual equipment for various meetings, classes and events if required

  • Creates and manages content for learning management platforms (D2L, Exam Soft, etc.)

  • Ensures that all test administrations are carried out in compliance with relevant university policies, guidelines, and standards, and confidentiality of test results and recommendations are securely maintained.

  • Keeps informed of advancing technology in lecture administration and associated software (D2L, Zoom, Google Suites, NBME, etc.)

  • Effectively prepares and disseminates grades for students who have met all the criteria for completing each course and/or block.

  • Maintains records that provide for the proper evaluation, control and documentation of assigned activities; prepares a variety of written correspondence, reports, procedures, and other materials.

  • Maintains all files neatly and efficiently, making certain all pertinent information is immediately available when needed by the Discipline Chair and/or Education Director (Block, Course, Thread)

  • Provides routine direction, information, and advice to students and prospective students in regard to testing policies, procedures, and outcomes.

  • Manages sign in processes to document student attendance as needed

  • Facilitates department/block/thread meetings as well as assists in committee and small group work by taking meeting minutes, collating and report generating within FSH as needed.

  • Upholds the University guidelines on confidentiality, sharing information only with individuals who have a legitimate need to know

  • Demonstrates positive interactions with staff, administrators, faculty, and students

  • Proactively assists co-workers, faculty and supervisor in times of increased workload

  • Follow safe working procedures and maintain the work area clean and in an orderly fashion.

  • Responds and resolves all walk-in and telephone inquiries regarding student issues using outstanding skills and positive problem resolutions

  • Assists with special projects and duties as assigned by Discipline Chair and/or Education Director (Block, Course, Thread)

  • Other duties as assigned by the Manager, Medical Education, FSH


Conditions of Employment

  • Must achieve satisfactory results from a background check

  • Must have proof of COVID 19 vaccination with booster or a university approved exemption


Required Education & Experience

  • HS diploma or GED required.

  • Evidence of work experience in a medical or higher education setting, health care administration or equivalent.


Required Knowledge, Skills, & Abilities

  • Strong computer proficiency in MS-Word, Excel, PowerPoint, Adobe Acrobat Professional, and other database management applications.

  • Excellent verbal, written and interpersonal communication skills.

  • Ability to work/interact with diverse populations, showing respect and sensitivity for cultural differences.

  • Ability to exercise independent judgment and initiative, determine priorities, handle detailed tasks with accuracy, handle multiple projects simultaneously, meet strict deadlines and follow through on all assignments.

  • Ability to work independently and as a collaborative team member.

  • Commitment to confidentiality; ability to work with sensitive information, records and reports.


Preferred Qualifications

  • Bachelor’s degree preferred or experience or skills commensurate with a bachelor’s degree.

  • Knowledge and experience in medical education student processes and principles, program design(s) preferred.


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.

  • Work is performed in a typical office environment and will be conducted in a climate- controlled office with extensive use of computers, telephones and other office equipment.

  • Work is of light physical demand in an office setting with duties performed while sitting, standing or occasionally stooping

  • Work can include limited travel to sites and/or annual conferences


EOE, Including Disability / Vets