Executive Administrative Assistant

4 weeks ago

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


Position Summary:

The Executive Assistant will provide administrative and secretarial support in the College of Health Professions Office of the Dean; and ensure smooth daily operations of the Office.

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 / paid leave, 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. RFUMS is a national leader in interprofessional healthcare education, is a graduate-level health sciences University situated approximately 40 miles north of the city of Chicago and 50 miles south of Milwaukee. The College of Health Professions offers a range degrees and certificates in our on-campus and online programs.


Essential Duties & Responsibilities

Confidentiality & Professionalism:

  • Maintain the highest level of professionalism and confidentiality in all work and interactions

  • Interact with all internal and external stakeholders with respect, and with a focus on inclusion, interprofessionalism and collaboration

Scheduling/Calendar:

  • Manage Dean’s calendar and day-to-day schedule

  • Arrange scheduling for internal and external meetings and events for CHP Dean

  • Schedule CHP Leadership bi-weekly meetings, leadership team 1:1 meetings, college-wide meetings and town-halls; manage drop-ins to the Dean’s office; et al.

Communication:

  • Maintain open and collaborative communications with all RFU offices

  • Receive and coordinate telephone communications and incoming and outgoing correspondence (mail, faxes, electronic communication, etc.)

  • Manage Dean’s correspondence; compose and prepare confidential correspondence

  • Effectively manage email communications: Follow-up and respond in timely manner to emails directed to the Dean’s office; send monthly birthday emails to CHP faculty and staff; send out weekly CHP Clinical Data Sheet; Dean’s office holiday greetings, et al.

  • Create and distribute weekly CHP Newsletter

  • Develop and maintain social networking venues (e.g. Facebook) regarding College educational and service endeavors

  • Serve a liaison with Marketing and Institutional Advancement to highlight program activities, accomplishments, et al.

  • Facilitate communication with faculty in CHP and serve as resource for employees, students and faculty

  • Send Deans’ Award Letters for Student Awardee’s

  • Send Dean’s annual letters of faculty non-renewal

  • Open and direct mail

  • Update CHP contact list and Emergency Contact list annually

  • Other duties as assigned


Travel: Manage Dean’s travel and processes related reconciliation of related T & E credit card transactions

Technology: Ability to use multiple technology tools including: Windows Office Suite (e.g. MS Word, Excel, Power Point, etc.), data entry and data management activities; Ellucian Self-service, InSite intranet, Google forms, D2L, et al. to create and run reports and produce documents and presentations related to College outcomes, activities and initiatives

Committee Work/Meeting Minutes/Record Keeping: Attend CHP Leadership meeting and take minutes; serve as Dean’s office staff Standing Committee member for assigned CHP Standing Committee’s and take minutes; maintain files for the Dean, both electronic files and hard copies as needed

RFU/CHP Event Support: Provide support to the Dean, Associate Deans and Standing Committee Chairs in the planning of university and college-wide events such as White Coat, Orientation, Student Awards Ceremony, Faculty Awards Ceremony, CHP’s Holiday Party, attend and assist with RFU’s annual Commencement Ceremony; etc.

Other:

  • Be responsive to time sensitive requests

  • Manage and prioritize multiple simultaneous tasks and requests

  • Follow-up on missing conflict of interest forms annually

  • Coordinate data collection for CHP Provider list for Office of Insurance

  • Coordinate annual ASAHP Survey processes collecting program data and inputting same

  • Manage/follow-up on Cobblestone Contracts

  • Working with Dean, organize CHP Standing Committee Membership, record and send out emails with membership to CHP faculty and staff

  • Appropriately troubleshoot problems and proactively identify issues/develop recommendations for resolving issues and concerns

  • Quick turnaround time on requested tasks

  • Order and maintain inventory of supplies and equipment, equipment management (e.g. copier, etc.)

  • Perform other related duties as assigned


Conditions of Employment

  • Must achieve satisfactory results from a background check

  • Compliance with the current COVID19 vaccination policy

Required Education & Experience

  • High school diploma or GED Equivalent

  • Minimum five years of experience in an administrative support position with day to day operations, such as maintaining appointment calendars, travel arrangements, record meeting minutes, draft letters


Required Knowledge, Skills, & Abilities:

  • Excellent interpersonal, verbal, & written communication skills

  • Able to work effectively with diverse populations of faculty, students, and staff

  • Ability to work independently and collaboratively as part of team

  • Ability to show respect and sensitivity for cultural differences and work/interact with a variety of internal and external constituents

  • Proficient in the use of all Microsoft Office software

  • Analytical/problem solving skills with ability to collect, compile and organize facts/data

Preferred Qualifications

  • BS/BA or MS preferred

  • Experience in in higher education 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.

EOE, Including Disability / Vets

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