Executive Administrator bei Rosalind Franklin University of Medicine and Science

Salary: $80,000 - $95,000 annually, depending on experience and qualifications

Position Summary

The Executive Administrator provides high-level administrative and operational support to the President and Chief of Staff. This role manages complex calendars, facilitates communications, supports governance functions, and ensures efficient operations. The Executive Administrator maintains confidentiality, exercises sound judgment, and builds strong collaborative relationships across the university and with external stakeholders. This position will report directly to the Chief of Staff.

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. That is a minimum of 30 paid days off each year!

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. 

Today, the university’s 6 colleges continue Dr. Franklin’s legacy through rigorous academics, pioneering research, and innovative community service. Our unique interprofessional education model allows students to learn from and with each other in a variety of settings, including our simulation labs, the student-led Interprofessional Community Clinic, and through partnerships with area hospitals and clinics. RFU is a national leader in interprofessional research and practices, and is nationally recognized for its research in areas including neuroscience, brain-related diseases, inherited disorders, proteomics, cancer cell biology and immunology, cardiac resuscitation, and gait and balance.  

Essential Duties & Responsibilities

Executive and Administrative Support

• Serve as the primary point of contact for the President and Chief of Staff, managing incoming communications and ensuring timely, appropriate responses.
• Develops the yearly operations plan for the office and its activities, many of which require extensive planning (typically 12 months in advance), sensitivities to its constituencies and an appreciation for the complexity of the university’s business
• Draft, edit, and prepare correspondence, reports, presentations, talking points, and briefing materials for internal and external audiences.
• Manage calendars for the President and Chief of Staff, coordinating meetings, events, and engagements while resolving scheduling conflicts and ensuring alignment with institutional priorities.
• Organize and manage complex travel arrangements, including itineraries, logistics, documentation, and expense reporting
• Prepares and monitors departmental budget, including activities such as invoice preparation, credit card reconciliations, and maintains organized documentation.

Executive and Administrative Support

• Serve as the primary point of contact for the President and Chief of Staff, managing incoming communications and ensuring timely, appropriate responses.
• Develops the yearly operations plan for the office and its activities, many of which require extensive planning (typically 12 months in advance), sensitivities to its constituencies and an appreciation for the complexity of the university’s business
• Draft, edit, and prepare correspondence, reports, presentations, talking points, and briefing materials for internal and external audiences.
• Manage calendars for the President and Chief of Staff, coordinating meetings, events, and engagements while resolving scheduling conflicts and ensuring alignment with institutional priorities.
• Organize and manage complex travel arrangements, including itineraries, logistics, documentation, and expense reporting
• Prepares and monitors departmental budget, including activities such as invoice preparation, credit card reconciliations, and maintains organized documentation.

Board of Trustees Support

• Develops the yearly work plan for the board and its activities, many of which require extensive planning (typically 12 months in advance), sensitivities to its constituencies and an appreciation for the complexity of the board’s business
• Provide backup support in the planning and execution of events, travel,  board meetings, and strategic initiatives
• Responsible for the development, documentation, accuracy, and storage of board records, including historical data, archives, agendas, assessments, attendance, briefings, minutes, resolutions, etc.
• Ensures the accuracy of information on the university’s website or intranet as it relates to trustee listings, biographies, meeting schedules, bylaws, etc.
• Manages the board portal, access levels and availability of meeting materials; makes lead improvements to its usability in collaboration with the board portal management software company, provide training and onboarding for new users, and resolves portal issues

Special Projects, Events, and Institutional Initiatives

• Support Chief of Staff with documentation and organization of files related to the strategic planning process
• Collaborate with departments across the university to research, compile data, and prepare reports for executive decision-making.
• Promote a collaborative environment among administrative staff across the university.
   

Other Duties

• Perform additional responsibilities as assigned to support the goals and operations of the Office of the President and Office of the Chief of Staff

 Conditions of Employment

• Must achieve satisfactory results from a background check

Required Education & Experience

• Bachelor’s degree or equivalent experience
• 5+ years of senior level or executive administrative support experience in higher education, healthcare, or a corporate environment

Required Knowledge, Skills, & Abilities

• 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 President and Chief of Staff

Preferred Qualifications

• 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 accommodations.

EOE, Including Disability / Vets