24 days old

Executive Administrative Assistant

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 Office of Dean in the College of Nursing (CON) at Rosalind Franklin University of Medicine and Science invites applications for a full-time Executive Administrative Assistant position. The Executive Administrative Assistant will be responsible for ensuring the highest quality customer service, as well as efficiently and effectively performing general office administrative functions for the CON Deans Office. Functions include reception, phone, calendar schedules, meeting facilitation, food services, office supplies, and mail.

Who We Are

Rosalind Franklin University of Medicine and Science (RFUMS) is currently a five-college graduate health sciences university dedicated to the interprofessional education of health and biomedical professionals. RFUMS is creating a new College of Nursing that will include both Masters and Doctoral programs. This is an exciting opportunity to be involved from the beginning and to be part of a great team of innovative nurse leaders!

Essential Duties & Responsibilities:
  • Receive guests to the CON Office of the Dean
  • Answer Deans Office telephone
  • Provide professional administrative support to the Dean of CON, its subdivisions, and other staff as assigned
  • Maintain an organized filing system, including electronic documents and the Deans Office shared drive
  • Manage projects from creation through completion and take the lead in coordinating resources and materials.
  • Schedule and coordinate meetings, conference calls, and maintain calendar for the CON Dean
  • Support the development and implementation of accreditation evaluation databases
  • Maintain confidential department records
  • Maintain conference room calendar schedules
  • Coordinate and distribute materials, reserve meeting space, prepare agendas, order food, and prepare room for attendees. Take minutes as assigned and follow up on meeting action items
  • Make travel arrangements, create itineraries, compile required materials, and reconcile travel expense reports
  • Assist with planning key CON events and programs
  • Conserve departments time by reading, researching, routing correspondence; drafting letters and documents; collecting and analyzing information; initiating communications. Compile data and create summary reports for analysis
  • Create and edit Power Point presentations and correspondence on behalf of the CON Deans Office
  • Prepare and submit expense reports (P-Card reconciliation, check requests, purchase orders, and travel).
  • Manage the mail and prioritize accordingly
  • Maintain office supplies; evaluate new office products; place and expedite orders for supplies; and reconcile charges
  • Communicate effectively and professionally with administration, faculty, staff, students, and external constituents. Respond to requests for information and assistance in a timely manner
  • Support the Director, CON Deans Office in all efforts relevant to the CON Deans Office communications needs
  • Develop key messaging, as well as both unique and ongoing communication strategies for the CON Deans Office
  • When directed by the Director, CON Deans Office, prepare speeches, presentations, memos, correspondence and talking points for the Dean as appropriate; or forward to the appropriate person for response and/or reply
  • Craft strategic communications for the CON Deans Office
  • Other duties as assigned by the Director, CON Deans Office.

Required Education & Experience:
  • Bachelors Degree or equivalent experience.
  • Three years of experience working as an executive assistant, in customer service or student services.
  • Experience with Microsoft Office Suite.
  • Must achieve a background check clearance.
  • Must have proof of COVID19 vaccination or a university approved exemption

Required Knowledge, Skills & Abilities:
  • Strong computer skills (Word, Excel, D2L or similar education platform).
  • Ability to adjust to changing priorities and prioritize tasks
  • Exemplary interpersonal, verbal and written communication skills.
  • Strong organizational skills; strong proof reading skills
  • Welcoming, positive, pleasant, and helpful style of communication
  • Excellent organizational and planning skills.
  • Ability to compose professional correspondence; draft reports.
  • Proficient in Microsoft Power Point, Excel and Word.
  • Strong competency in customer service.
  • Ability to complete tasks working independently and with others.

Preferred Qualifications:
  • Five or more years of experience in an academic environment.
  • Experience with program implementation and evaluation.

Typical Physical Demands and Working Conditions:

Selected candidate must have the mental and physical capabilities to perform the essential functions of the position with or without accommodation. Work is performed in a typical office environment with light physical demand that requires both desk work and work at file cabinets.

EOE, including Disability/Vets


Posted: 2021-08-26 Expires: 2021-09-27

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Executive Administrative Assistant

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

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