Administrative Professional Support, Senior

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; 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. 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.

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. Cross-Department Administrative Support
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.
Executive and Administrative Support
Provide administrative support to CMS leadership as assigned.
Prepare, edit, and format correspondence, reports, presentations, and other documents.
Help coordinate meetings, events, ceremonies, retreats, and special programs. 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.
Academic and Program Support
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
Office Operations
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.
Customer Service
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.
Work Schedule 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.
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.

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.

Strong customer service and interpersonal skills.
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.

Move event materials weighing at least 5-10 lbs.
EOE, Including Disability / Vet