Rosalind Franklin University of Medicine and Science Jobs Hiring Now

Compensation: $75,000 annually

Position Summary

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 a 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.

• Support 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.

• Strong 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.

• Bachelor’s degree preferred or equivalent experience
• 5+ years of administrative or executive support experience in higher education, healthcare, complex non-profit or a corporate environment.

Conditions of Employment

• Must achieve satisfactory results from a background check

• Excellent problem solver; effective manager of competing priorities and emergent issues; high level of emotional intelligence
• Ability to exercise independent judgment and initiative; to be innovative and self-motivated
• Strong organizational skills that demonstrate a track record of attention to detail
• Demonstrated commitment to confidentiality and the ability to work with sensitive information, records and reports.
• Strong financial management and analytical skills
• Excellent interpersonal skills when interacting with internal and external stakeholders
• Strong and positive work ethic; high level of integrity
• Adept at managing multiple demands from a diverse population of high level executives in a high-paced environment
• Must maintain a flexible schedule when required, understanding the occasional need for early morning arrivals or evening meetings
• High proficiency in Microsoft Office and Google Suite applications and an inclination to adopt technologies to improve practices and stay in line with trends
• Excellent verbal and written communication skills with the confidence to serve as a representative of the EVP University Strategies / Chief of Staff

• Prior executive support experience in higher education
• Previous experience providing support and coordinating Board activities

Typical Physical Demands & Working Conditions

Selected candidate must have the mental and physical capabilities to perform the essential functions of the position with or without reasonable accomodations.

EOE, Including Disability / Vets