Medical Organization for Latino Advancement · 2 months ago
Senior Administrative Assistant, FAE
North Chicago, IL, US
Full-time
Onsite
Mid, Senior Level
$19.90/hr - $25.09/hr
3+ years expMedical Organization for Latino Advancement is seeking a Senior Administrative Assistant for the Office of Faculty Affairs and Engagement at Rosalind Franklin University of Medicine and Science. The role involves providing high-level administrative support, managing calendars, budgets, and coordinating events for the Vice Dean and Director, ensuring efficient office operations and excellent customer service.
EducationNon ProfitTraining
Responsibilities
Provide professional administrative support to the Vice Dean, Director, and other FAE staff as assigned
Manage calendars, coordinate meetings, and arrange travel, itineraries, and expense reconciliation for the Vice Dean and Director
Oversee day-to-day financial operations, including monitoring the departmental budget, reconciling p-card expenditures, and preparing check requests
Support annual budget planning and assist with related financial tracking and reporting
Plan and coordinate key meetings and events for faculty, staff, and students (e.g., faculty recognition events, workshops, and seminars)
Provide administrative support to the Academic Assembly, including communications, meeting logistics, committee nominations and elections, and record management
Prepare and edit professional correspondence, reports, presentations, and announcements on behalf of FAE
Manage and update the FAE website and share electronic files to ensure accessibility and accuracy
Maintain up-to-date knowledge of university policies, academic governance procedures, and institutional systems
Assist in preparing data summaries and reports for accreditation, institutional review, and leadership presentations
Serve as a point of contact for faculty and staff inquiries related to Faculty Affairs policies, procedures, and forms
Exercise discretion and sound judgment in handling confidential and sensitive information
Support communications strategy by maintaining mailing lists, drafting communications, and updating website content related to faculty initiatives
Provide cross-coverage coordination for faculty appointments, reappointments, and promotions, including the preparation, review, and processing of appointment and credentialing materials in compliance with institutional policies
Maintain accurate and confidential faculty records and databases
Provide data reporting support and communication to Faculty Development Council
Communicate requirements, deadlines, and status updates to faculty and administrative staff
Prepare and distribute meeting materials, reserve meeting spaces, take minutes, and follow up on action items as assigned
Maintain office organization and inventory, including ordering and reconciling office supplies
Handle incoming mail, prioritize appropriately, and respond to inquiries from faculty, staff, students, and external constituents in a professional and timely manner
Contribute to departmental projects and initiatives to support the mission of Faculty Affairs and Engagement
Perform other duties as assigned by the Vice Dean or Director
Qualification
Required
High school diploma or GED
Minimum of three years of experience providing administrative support in customer service, higher education, or related setting
Exceptional organizational, planning, and time-management skills
Strong written and verbal communication skills, including proofreading and professional correspondence
Demonstrated ability to manage multiple priorities and adapt to changing needs
Welcoming and professional demeanor with excellent interpersonal and customer service skills
High level of proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Suite, and Zoom
Ability to maintain confidentiality and exercise discretion in all matters
Ability to work independently and collaboratively in a fast-paced environment
Benefits
Medical, dental, and vision plans
Paid parental leave
Short term and long-term disability plans
Life insurance
Flexible spending accounts
403(b)-retirement plan which includes a 8% employer contribution after 2 years of service
3 weeks of vacation/ personal leave
15 sick days
9 paid holidays
Paid winter break
Two floating holidays
Company
Medical Organization for Latino Advancement
Medical Organization for Latino Advancement provides wellness, public health, education, and research programs.
11-50 employees
Funding
Current Stage
Early StageRecent News
2024-12-04
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