Administrative Coordinator

Compensation: $22.14 - $28.77/hr depending on skills and experience

Position Summary

The Administrative Coordinator for the Dean’s Office, provides shared administrative support to the Vice Dean and Associate Dean of Clinical Experiences within the Dr. William M. Scholl College of Podiatric Medicine. Responsibilities include calendars, committees, student academic processes, clinical education support, records, and communications.

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.

Who We Are

Rosalind Franklin University of Medicine and Science (RFU) is a six-college graduate health sciences university dedicated to the interprofessional education of health and biomedical professionals.

Dr. William M. Scholl College of Podiatric Medicine – Scholl is the name to know in podiatric medicine. Founded in 1912 by a pioneer in podiatry, Scholl College is an international resource in the field. In fact, one out of three podiatrists in the U.S. is a Scholl College alumnus. As part of Rosalind Franklin University (RFU), we provide a fully accredited, four-year professional program leading to the Doctor of Podiatric Medicine (DPM) degree, along with opportunities for a combined DPM/PhD degree.

Scholl prepares tomorrow’s top physicians and leaders in the field of podiatry. Scholl College is recognized for its exceptional clinical education, in part because of the RFU Health Clinics adjacent to the RFU campus. We have access to clinical experiences in a variety of healthcare settings throughout the Chicago metro area, where our students participate in multiple rotations at the John H. Stroger, Jr. Hospital of Cook County and other leading Chicago metro area teaching hospitals. Furthermore, our campus offers a 100,000-square-foot Innovation and Research Park to encourage advancements in podiatric medicine and other healthcare specializations – and foster cross-disciplinary collaboration.

Essential Duties & Responsibilities

Administrative Duties

• Manage calendars, appointments, scheduling conflicts, and shared deadlines for the Vice Dean and Associate Dean of Clinical Experiences.
• Coordinate meetings, including PACC meetings, events, including agendas, minutes, and action-item follow-up.
• Reconcile purchases, maintain transaction records, and prepare purchase orders, check requests, and reimbursements for the Vice Dean and Associate Dean of Clinical Experiences.
• Coordinate pre-clerkship rotation articulation agreement documentation, approvals, and renewals.
• Maintain the college’s InSite pages.
• Answer telephone inquiries, prepare correspondence, compile reports, distribute mail, etc.
• Arrange approved travel, reservations, itineraries, and associated documentation.
• Perform related administrative duties and special projects assigned by the Vice Dean and Associate Dean of Clinical Experiences.

Student Activities and Academic Support

• Create, distribute, and manage course surveys.
• Manage the clinic manual, post it on D2L, and track student completion.
• Coordinate communications about student processes, clinical requirements, and assessments among students, faculty, department chairs, course coordinators, and Student Affairs.
• Assist with gathering case materials, preparing letters and other correspondence
• Maintain student portfolios.
• Assist with exam proctoring/monitoring.
• Maintain and track P2 and P3 clinical evaluations.
• Coordinate schedules for P2 and P3 objective structured clinical examinations (OSCEs), clinical competency examinations, and P4 examinations in ExamSoft.
• Track OSHA and HIPAA training for P2 students.
• Coordinate clinic schedules for P1, P2, and P3 students, including make-up clinic sessions.
• Coordinate onboarding for P2 and P3 students at offsite clinical sites.
• Send calendar invitations for P2 and P3 clinical sites.
• Maintain and track student volunteer and leadership hours.
• Maintain student skills workbooks for P2 and P3 students.

Community Podiatry Sites and Faculty Support

• Communicate with community podiatry and other clinical sites about schedules, requirements, documentation, and outstanding items.
• Coordinate and schedule community podiatry sites for P2 and P3 students.
• Administer course, instructor, and clinical-experience surveys and evaluations, track completion, and prepare summaries for the Vice Dean and Associate Dean of Clinical Experiences.
• Order, track, and distribute medical supplies for community podiatry faculty.
• Compile up-to-date patient encounter volume reports from data supplied by clinical staff.

Conditions of Employment

• Must achieve satisfactory results from a background check.

Required Education & Experience

• High school diploma or equivalent.
• 2-3 years of experience in an academic or medical education setting.

Required Knowledge, Skills, & Abilities

• Demonstrated analytical and problem-solving skills.
• Strong customer service orientation.
• Effective written and verbal communication; ability to compose correspondence and draft reports.
• Positive work ethic, a high level of integrity, and self-motivated
• Effective organizational and planning skills.
• Strong attention to detail, including editing and proofreading skills.
• Proficiency in Microsoft Office and Google Workspace.
• Ability to collect, compile, and organize facts and figures, triage information, identify appropriate contacts, and follow through.
• Strong commitment to confidentiality.
• Flexibility and adaptability to deal with periodic timetable changes and competing priorities.
• Ability to demonstrate respect and sensitivity for cultural differences and work with a variety of internal and external constituents.

Preferred Qualifications

• Some college coursework or specialized administrative training.
• Experience supporting an academic environment, student records, or clinical education.

Typical Physical Demands & Working Conditions

• Selected candidates must have the mental and physical capabilities to perform the essential functions of the position with or without reasonable accommodations.

EOE, Including Disability / Vet