30 days old

Administrative Assistant, Student Affairs

Rosalind Franklin Univ. of Medicine & Science
North Chicago, IL 60064
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Rosalind Franklin Univ. of Medicine & Science

Job Type: Full-Time Staff
Location: North Chicago, IL, US

Position Summary:

The Administrative Assistant will provide administrative support for the Division of Student Affairs and Inclusion. S/he will often serve as the first contact for Student Affairs with a critical need for customer service orientation, professional work ethic, and desire to understand the philosophies of Student Affairs work. Under the supervision of the Associate Vice President for Student Affairs, the Administrative Assistant will work to primarily support the functions within Student Affairs. The Administrative Assistant will work cooperatively with the Office of Student Life, Student Housing, Academic Support, and Accessibility Services staff, as well as the Administrative Director for the Division of Student Affairs and Inclusion

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.

The Division of Student Affairs and Inclusion works cooperatively as a team with the Office of Academic Support, Accessibility Services, the Office of Student Life, and the Office of Student Housing. The Office of Student Life supports the academic and social development of students through enhancing the quality of campus life serving over 2000 full-time graduate students.

Essential Duties and Responsibilities:
  • Act as first contact and professional representation for the Division of Student Affairs and Inclusion.
  • Responsible for initiating, performing, and coordinating the clerical and secretarial functions required for the effective implementation of the office duties, responsibilities, and administrative policies.
  • Coordinate internal and external departmental communications including newsletters, website maintenance, and marketing material.
  • Executes necessary budget, purchasing, and financial assistance for the office.
  • Executes and maintains necessary budget and financial assistance for 80-100 student organization accounts.
  • Maintains supplies and equipment within the office suite.
  • Maintain schedules, arranges travel, answer phones, take messages, and handle the mail operations.
  • Performs secretarial duties such as typing and maintenance of all documents, ledgers, and spreadsheets.
  • Maintains strict professionalism and confidentiality in all matters.
  • Supports the Associate Vice President for Student Affairs with daily functions including calendar, budgets, and presentations.
  • Facilitates the student event registration process and communication.
  • Manages and executes student event room reservations directly in OfficeTracker software.
  • Manages equipment check-out and return processes.
  • Manages all academic and recreational locker assignments, maintenance, communication, and marketing.
  • Participates in training as needed and as indicated by the Associate Vice President for Student Affairs.
  • Maintains student judicial records and manages all communication within the student judicial hearing board process.
  • Manages student data for commencement planning and participates in the planning of the commencement ceremony.
  • Manages quarterly and annual student surveys and evaluations and prepares annual programming reports.
  • Work to anticipate needs in the area of his/her responsibility, have outstanding collaboration, facilitation, and program solving skills, and a can-do attitude.
  • Perform other related job duties as assigned.
  • Participates in division-wide planned events including but not limited to orientation, new resident move-in, white coat ceremonies, and awards ceremonies.

Required Education and Experience:
  • High school diploma or GED.
  • Experience as an administrative assistant in any setting.
  • Must achieve a satisfactory result from a background check.
  • Must have proof of COVID19 vaccination or a university-approved exemption.

Required Knowledge Skills & Abilities:
  • Proficiency in using financial spreadsheets and management systems.
  • Strong communication, interpersonal and organizational skills.
  • Ability to multi-task without confusion or the functional supervision of others.
  • Ability to type 45-60 wpm.
  • English language comprehension skills; ability to read, write, and communicate the English language clearly and concisely.
  • Excellent discretion and judgment.
  • Ability to follow complex verbal and written instructions.
  • Must be comfortable working and interacting in a diverse environment.
  • Ability to handle details.
  • Strong organizational skills.
  • Strong facilitation and problem-solving skills.
  • Must have a positive and can-do attitude.
  • Dependable with a great work ethic.

Preferred Qualifications:
  • Bachelors degree.
  • Relevant experience in higher education, healthcare, or nonprofit organizations preferred.
  • Flexibility for off-site work (for events) as needed.

Typical Physical Demands and Working Conditions:
  • Work is performed in a typical office environment and will be conducted in a climate-controlled office with extensive use of computers, telephones, and other office equipment.
  • Work is of a light physical demand with duties being performed while sitting, standing, or occasionally stooping.
  • 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


Posted: 2021-09-24 Expires: 2021-10-26

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Administrative Assistant, Student Affairs

Rosalind Franklin Univ. of Medicine & Science
North Chicago, IL 60064

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