Administrative Director

Coordinator, Office Of University StrategiesCompensation: $75,000 annuallyPosition SummaryThe Coordinator, Office of University Strategies provides dedicated administrative and coordination support to the EVP for University Strategies and Chief of Staff. This role supports the day-to-day execution of the EVP's portfolio, including calendar flow, leadership meetings and one-on-ones, strategic plan project management, office coordination, and travel plans so the EVP can remain focused on Board of Trustees work, strategic plan priorities, and executive leadership responsibilities.The Coordinator manages scheduling, meeting logistics, follow-up tracking, and routine administrative processes, while helping maintain an organized, responsive, and professional office environment. The role also supports visibility across key workstreams, maintains related files and trackers, and coordinates closely with the Office of the President where responsibilities intersect.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/ personal leave, 15 sick days, and 9 paid holidays, paid winter break, plus two floating holidays.Who We AreRosalind 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, and gait and balance.Essential Duties and ResponsibilitiesSupport the day-to-day operations of the Office of University Strategies / Chief of Staff, helping coordinate workflow, manage routine needs, and maintain an organized, responsive office environment.Manage the EVP's daily calendar flow, including scheduling, rescheduling, confirmations, meeting logistics, and alignment of routine commitments.Coordinate leadership meetings, one-on-ones, and small internal meetings or events, including room reservations, virtual links, catering, attendee communication, and materials preparation, dissemination and related minutes.Support a structured cadence for one-on-ones and recurring meetings by collecting updates, organizing materials in advance, and tracking follow-up items.Provide administrative coordination for Board of Trustees meetings and related governance work within the EVP/Chief of Staff's portfolio, in partnership with the Executive Administrator, Office of the President.Maintain action trackers, timelines, contact lists, and shared documents for University Strategies and CoS-led work, ensuring information is current and easy to access.Ability to support routine financial processes with accuracy, including transaction tracking, invoice and reimbursement processing, and maintenance of organized records.Follow up on routine deliverables, collect updates from stakeholders, and organize information into simple summaries for review.Prepare first-draft meeting materials such as agendas, meeting notes, status summaries, and simple presentation skeletons as requested.Coordinate travel logistics, expense reporting, and administrative processes as needed.Maintain shared files, folders, and documentation, applying consistent organization and naming practices.Serve as a point of contact for visitors and internal or external partners, ensuring a professional and organized experience.Handle sensitive and confidential information with a high level of discretion.Identify opportunities to improve organization and efficiency within office workflows and support implementation of agreed-upon improvements.Collaborate with departments across the university to research, compile data, and prepare materials that support executive decision-making.Promote a collaborative environment among administrative staff across the university and coordinate with the Office of the President where responsibilities intersect.Perform additional responsibilities as assigned to support the goals and operations of the Office of University Strategies / Chief of Staff and Office of the President.Ideal ProfileStrong organizational and calendar management skills.Detail-oriented with strong follow-through.Comfortable coordinating across multiple stakeholders and shifting priorities.Clear, concise written communication skills.Ability to prioritize work, manage multiple tasks independently, and maintain momentum on follow-up items.Proficiency with Google Workspace and experience or willingness to learn systems such as OnBoard, Concur, budgeting tools, calendar management software, and SharePoint classic, limited Microsoft Office.Demonstrated comfort with—or interest and aptitude in—using generative AI and large language model tools, including developing effective prompts, customizing or training AI tools, and creating AI-assisted agents or workflows to improve administrative efficiency and executive support.Experience in higher education, executive support, or similarly complex administrative environments preferred.Education and ExperienceBachelor's degree preferred or equivalent experience5+ years of administrative or executive support experience in higher education, healthcare, complex non-profit or a corporate environment.Conditions of EmploymentMust achieve satisfactory results from a background checkRequired Knowledge, Skills, & AbilitiesExcellent problem solver; effective manager of competing priorities and emergent issues; high level of emotional intelligenceAbility to exercise independent judgment and initiative; to be innovative and self-motivatedStrong organizational skills that demonstrate a track record of attention to detailDemonstrated commitment to confidentiality and the ability to work with sensitive information, records and reports.Strong financial management and analytical skillsExcellent interpersonal skills when interacting with internal and external stakeholdersStrong and positive work ethic; high level of integrityAdept at managing multiple demands from a diverse population of high level executives in a high-paced environmentMust maintain a flexible schedule when required, understanding the occasional need for early morning arrivals or evening meetingsHigh proficiency in Microsoft Office and Google Suite applications and an inclination to adopt technologies to improve practices and stay in line with trendsExcellent verbal and written communication skills with the confidence to serve as a representative of the EVP University Strategies / Chief of StaffPreferred QualificationsPrior executive support experience in higher educationPrevious experience providing support and coordinating Board activitiesTypical Physical Demands & Working ConditionsSelected 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