Senior Administrative Assistant

Job Description

Job Description

Compensation:  $20.60 - $26.94/hr depending on skills and experience

Position Summary

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.

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 a 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/ personal leave, 15 sick days, and 9 paid holidays, paid winter break, plus two floating holidays. 

This position may be eligible for a flexible work arrangement after 90 days, which could include a work from home option 1-2 days a week.

Who We Are

Rosalind Franklin University of Medicine and Science (RFU) is a graduate health sciences university committed to serving the population through the interprofessional education of health and biomedical professionals and the discovery of knowledge dedicated to improving wellness. The university embodies the spirit of inquiry and excellence modeled by its namesake Dr. Rosalind Franklin, whose Photo 51 was crucial to solving the structure of DNA. 

Today, the university’s 6 colleges continue Dr. Franklin’s legacy through rigorous academics, pioneering research, and innovative community service. Our unique interprofessional education model allows students to learn from and with each other in a variety of settings, including our simulation labs, the student-led Interprofessional Community Clinic, and through partnerships with area hospitals and clinics. RFU is a national leader in interprofessional research and practices and is nationally recognized for its research in areas including neuroscience, brain-related diseases, inherited disorders, proteomics, cancer cell biology and immunology, cardiac resuscitation, and gait and balance.

Essential Duties & 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. Events may include: 
  • Match Day (March)
  • Awards Ceremony (May)
  • Career Fair (new)
  • White Coat (August)
  • OSA/OME biannual retreats
• 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.

Frequent evening or Saturday hours may be required during peak operational periods to support programs, events, and departmental initiatives, with schedule flexibility provided during the week.

Works closely with CMS leadership, faculty, staff, students, and administrative teams across the medical school. Success in this role requires flexibility, professionalism, and the ability to effectively support multiple departments in a fast-paced academic environment.

Conditions of Employment

• Must achieve satisfactory results from a background check.

Required Education & Experience

• 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.

Required Knowledge, Skills, & Abilities

• 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.

Preferred Qualifications

• 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.

Typical Physical Demands & Working Conditions

• Move event materials weighing at least 5-10 lbs.

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

EOE, Including Disability / Vet