Administrative Coordinator, Medical Education

Compensation: $26.41 per hour based upon skills and experience

Position Summary

The Administrative Coordinator, Medical Education (ACME) plays a critical role in advancing the effective delivery of the Foundational Sciences curriculum within the Chicago Medical School. This position provides high-level coordination and operational management to ensure that medical education programs, courses, and faculty-led sessions are delivered seamlessly in both virtual and in-person settings.

Reporting to the Department Chair, Vice-Chair, Education Directors, and the Manager of Medical Education, the ACME serves as a central hub for curriculum operations, schedule management, instructional technology, and academic program support. The Coordinator partners closely with faculty, staff, and students to foster an organized, efficient, and learner-centered environment that supports the school's academic mission.

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 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

Curriculum & Program Coordination

• Coordinate day-to-day operations and logistics for medical education courses, blocks, and threads to ensure programs run smoothly.

• Update and distribute course syllabi, schedules, and upload all lecture materials to the learning management system in collaboration with Block/Course Directors.

• Monitor and communicate schedule changes in real time, ensuring timely updates to students, faculty, and administrative staff.

• Track and report student attendance and course participation in accordance with institutional requirements.

Technology & Learning Platforms

• Manage and optimize use of educational technologies and learning platforms (e.g., D2L, ExamSoft, Zoom, NBME, Google Workspace) to support instruction and assessment.

• Administer and proctor M1 and M2 exams and quizzes, both in-person and virtual, ensuring secure, consistent, and professional testing environments.

• Coordinate secure administration of assessments, ensuring compliance with institutional standards and confidentiality protocols.

• Stay current with innovations in instructional technology and recommend enhancements that improve course delivery and student engagement.

• Coordinate classroom and meeting room technology (A/V, videoconferencing, recording, etc.).

• Serve as the primary point of contact for faculty regarding course logistics, instructional technology, and program operations.

• Provide clear and consistent guidance to students on course requirements, testing procedures, and institutional policies.

• Manage preparation, verification, and dissemination of grades, evaluations, and official course communications.

• Assist with department meetings, including scheduling, agenda prep, and taking minutes.

Administrative & Records Management

• Maintain comprehensive and well-organized academic records, ensuring compliance with institutional and accreditation standards.

• Draft, edit, and distribute professional correspondence, reports, and program documentation on behalf of faculty and leadership.

• Protect confidentiality and uphold integrity in handling sensitive student and program information.

• Support departmental initiatives, special projects, and continuous quality improvement efforts as directed by program leadership.

Conditions of Employment

• Must achieve satisfactory results from a background check

Minimum Required Education & Experience

• Associate's degree required (or equivalent combination of education and relevant professional experience).

• Experience coordinating complex schedules, programs, or projects in a professional setting.

Required Knowledge, Skills & Abilities

• Advanced computer proficiency with Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace (Docs, Sheets, Slides, Drive, Forms), Adobe Acrobat, and database/records management systems.

• Ability to learn and apply educational technologies (LMS platforms, videoconferencing tools, exam software).

• Strong verbal and written communication skills, with the ability to prepare professional correspondence, reports, and instructional materials.

• Exceptional organizational and project management skills with attention to accuracy, deadlines, and process improvement.

• Strong interpersonal skills and ability to work effectively with faculty, students, administrators, and external partners.

• Commitment to confidentiality and professional integrity.

• Proven ability to exercise discretion, maintain confidentiality, and uphold professional integrity in handling sensitive information.

• Capacity to work both independently and collaboratively in a fast-paced, academic environment.

Preferred Qualifications

• Bachelor's degree preferred (or equivalent combination of education and relevant experience).

• Demonstrated experience in higher education, healthcare, or academic program administration.

• Experience analyzing data and preparing reports to support program evaluation and continuous improvement.

• Position is based on-campus and in-person at the Chicago Medical School.

• Work performed in a standard office environment with regular use of computers and office equipment.

• Duties primarily involve sitting, standing, and light physical activity.

• Occasional local travel and attendance at educational conferences may be required.

• Regular, reliable on-site attendance is required to support faculty, students, and program operations.

• Following a successful 90-day onboarding and training period, the ACME may be eligible for a flexible schedule allowing up to one remote workday per week, subject to approval by the Manager of Medical Education and departmental needs.

EOE, Including Disability / Vets