Coordinator, Student Programs (Full-time)

Position Summary:

The Student Programs Coordinator is a full-time position responsible for ensuring the highest level of student service as well as efficiently and effectively providing program support functions for Chicago Medical School’s (CMS) House and Learning Community (LC) Program, and the Guide to Professional Success series (GPS). Other administrative functions include student and faculty mentor support, meeting and event planning, and managing internal/external 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 an 8% employer contribution after two years of service. RFUMS is committed to employee well-being and work-life balance. Full-time staff members are eligible for three weeks of vacation, 15 sick days, and 13 holidays 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 and Responsibilities:

Under the direction of the Assistant Dean for Student Affairs, do the following:

A. Guide to Professional Success (GPS) –

• Scheduling -

• Oversees and manages GPS Calendar

• Schedules rooms and appropriate educational technology support for GPS sessions 

• Communication - 

  • Manages GPS communication 

  • Ensures timely and effective correspondence with session presenters, learning community mentors, and students via email, news board, and student assignments.

  • Manages session recordings and post to the Office of Student Affairs (OSA) Google Website

• Assessment - 

  • Assists the Assistant Dean for Student Affairs in developing and conducting assessments for GPS activities for the purpose of recommending modifications for improvement, ensuring RFU Nine-Dimensions of Wellness are met, and program learning objectives are met.

  • Records and maintains GPS-related accomplishments, attendance, sessions, and assessments.

B. House and Learning Community Program –

• Coordinates the planning, budgeting, scheduling, and implementation of assigned LC activities and services, including (but not limited to) room reservations, catering, and processing reimbursements.

• Oversees the LC student leadership process, ensuring nominations and quorums are aligned with RFU student affairs policies and procedures.

• Creates marketing materials and promotes LC sponsored events and programs through appropriate communication methods (e.g., media, email, bulletin boards, etc.)

• Assists the Assistant Dean for Student Affairs in developing and implementing programming and assessments for the CMS Executive House Council using the RFU Nine-Dimensions of Wellness Model. 

• Coordinates and schedules one-on-one meetings for LC mentors and individual students on campus or via online video conferencing.

• Coordinates the LC Faculty Mentor Orientation and Training 

• Schedules rooms and creates agendas 

• Develops and maintains LC student photo roster for LC Faculty Mentors

• Maintains a system of communication for LC Faculty Mentors and students

• Maintains a system of communication for LC faculty mentors between each other 

• Schedules and facilitates LC Faculty Mentor Meetings with Assistant Dean 

• Updates the LC Handbook annually in collaboration with the Assistant Dean 

• Collaborates with LC Advisors to provide support and development programming through the Learning Communities

C. Provide Support to LC Signature Programs (MedLEAD, LC C.A.R.E.S., and LC student Wellness program)

D. Student Life, Student Organizations, Student Leaders – 

• Coordinates the development of medical student programs and services involving professional development, the Learning Communities and their signature programs, student-led initiatives, and special events.

• Assists the Assistant Dean of Student Affairs in determining resource allocation, including budgets and staffing, for student programs, organizations, and events.

• Serves as a staff advisor to the Medical Student Council, Student Dean, and other student organizations.

• Assists the Assistant Dean for Student Affairs in facilitating ongoing assessment and analysis of the effectiveness of student services and programs, evaluating student needs and satisfaction, and assessing the overall quality of programs and services.

• Under the direction of the Assistant Dean for Student Affairs, counsels, guides, leads, interprets, and implements RFU and CMS guidelines regarding student funding and allocations to medical student organizations, through RFU Student Government Association, Campus Life, etc. 

• Stays abreast of processes and resources of RFU student life committees that impact student interest groups and class council leadership.

E. Event Planning – 

• Plan and facilitate logistics for all OSA events, including, but not limited to, 

• White Coat Ceremony

• Field Day

• MedLEAD Fall Mixer

• Winter Social/ Student to Faculty Awards Event 

• Classroom to Clerkship/Student Awards Ceremony

F. Other duties as assigned. 

Conditions of Employment:

• Must achieve satisfactory results from a background check.

• Compliance with the current COVID19 vaccination policy.

Required Education and Experience:

• Bachelor’s degree or equivalent related experience.

• Three or more years of experience working in an administrative setting

• Customer/Student service experience

• Must achieve background check clearance

Required Knowledge, Skills, and Abilities:

• Proven success in event planning or program coordination

• Strong problem solving and troubleshooting skills

• Willingness to keep abreast of new technology and update skills

• Strong familiarity with technology including MS Office, Google apps, etc.

• Excellent written and oral communication skills

• Ability to multi-task in a fast-paced environment

• Ability to work independently with minimal supervision and as a member of a team

• Strong planning/organizational skills and the ability to meet deadlines

• Attention to detail

Preferred Experience:

• Three or more years of experience working in a higher education setting

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.

EEO/VETS/DISABLED