Administrative Coordinator, CMS Admissions

Job Description

Job Description

Compensation: $22.14 - $28.00 per hour, based on skills and experience.

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Position Summary

Under the leadership of the Associate Dean for Admissions for Chicago Medical School (CMS), the Administrative Coordinator provides administrative and operational support for the CMS admissions process and the Office of the Associate Dean for Admissions. Primary responsibilities include coordinating interview activities, supporting Student Admissions Committee (SAC) processes, managing logistics for recruitment and admissions events, and providing administrative support to the Associate Dean.

The Administrative Coordinator also responds to general inquiries, manages the Associate Dean’s calendar and scheduling, supports budget administration and expense reconciliation, coordinates meetings, and performs other administrative functions throughout the admissions cycle.

The Administrative Coordinator serves as a key point of contact for applicants, faculty, staff, students, alumni, interviewers, and other internal and external stakeholders. The position requires strong organizational and interpersonal skills, attention to detail, professionalism, discretion, sound judgment, and the ability to manage multiple priorities and deadlines.

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.

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Essential Duties & Responsibilities

• Coordinate all CMS interview process logistics, including scheduling, interviewer assignments, training compliance, and virtual technology setup across faculty, staff, student, alumni, and community interviewers.
• Support applicant recruitment, file screening, and selection activities while maintaining precise records, schedules, and decision entries in Slate.
• Manage administrative operations for the Student Admissions Committee (SAC), including application assignments, meeting schedules, agendas, minutes, polling, and decision tracking.
• Plan and execute logistics for recruitment and admissions events—such as Open Houses and Admitted Student Visit Weekend—managing venues, AV, catering, travel accommodations, materials, and vendor coordination.
• Represent CMS at events and assist the Associate Dean for Admissions with calendar management, meeting preparation, presentation materials, and delegated administrative tasks.
• Serve as primary point of contact for internal and external stakeholders, managing admissions calendars, applicant communications, and the main email inbox.
• Oversee departmental finances by tracking daily operating expenses, reconciling expenditures in SAP Concur, and collaborating with Finance to monitor the budget.
• Drive operational efficiency through process improvement recommendations while independently managing multiple priorities accurately and confidentially.
• Other duties as assigned.

Work Schedule

• Ability to work occasional evenings and weekends in support of admissions interviews, recruitment activities, and special events.
• 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.

Working Relationships

• 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.

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Typical Physical Demands & Working Conditions

• The selected candidate must have the mental and physical capabilities to perform the essential functions of the position with or without reasonable accommodation.
• Frequently sits and performs desk-based computer tasks.
• Occasionally stands, walks, twists, uses fine manipulation, grasps, uses a telephone, writes by hand, sorts and files materials, and lifts, carries, pushes, or pulls objects weighing up to 10 pounds.

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Conditions of Employment

• Must achieve satisfactory results from a background check.

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Required Education & Experience

• Associate’s degree or two or more years of relevant experience in an administrative, coordinator, executive assistant, customer service, student services, admissions, or related role.
• Strong computer skills, including proficiency with Microsoft Office Suite.
• Ability to learn and effectively use admissions, financial, scheduling, and other University systems.

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Required Knowledge, Skills, & Abilities

• Strong written and verbal communication skills.
• Excellent organizational, planning, and time-management skills.
• Strong attention to detail and accuracy.
• Strong customer service and interpersonal skills.
• Ability to manage multiple priorities, projects, and deadlines.
• Ability to work independently and collaboratively as part of a team.
• Ability to communicate professionally with a wide range of internal and external stakeholders.
• Ability to exercise discretion, maintain confidentiality, and appropriately handle sensitive admissions information.
• Ability to anticipate administrative and logistical needs and follow through on assigned responsibilities.
• Ability to become proficient in Slate and other University systems.

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Preferred Qualifications

• Bachelor’s degree.
• Previous experience in admissions, advising, student affairs, higher education, or a related environment.
• Experience coordinating interviews, recruitment programs, events, or committee activities.
• Experience with admissions or student information systems, budget administration, or financial reconciliation.

EOE, Including Disability / Vets