ADMINISTRATIVE ASSISTANT
Loyola University Chicago
Chicago, IL
Full-time
Administration / Clerical
Posted on April 4, 2024
Position Details
Position Details
Job Title
ADMINISTRATIVE ASSISTANT
Position Number
8100673
Job Category
University Staff
Job Type
Full-Time
FLSA Status
Non-Exempt
Campus
Chicago-Water Tower Campus
Department Name
SCHOOL OF BUSINESS
Location Code
SCHOOL OF BUSINESS (02200A)
Is this split and/or fully grant funded?
No
Duties and Responsibilities
Responsible for daily operations and administrative duties related to Quinlan School of Business undergraduate programs and one or more Quinlan faculty departments.
Provides administrative and front-desk reception support for the Quinlan undergraduate programs team (senior associate dean, senior assistant dean, assistant dean, and three academic advisors) and one or more Quinlan faculty departments. Responds to phone calls, emails, and walk-in questions from students, faculty, and staff.
Undergraduate programs tasks
· Keeps electronic student files up-to-date and accurate.
· Helps students to use electronic systems to make appointments with advisors.
· Assists in managing the advising team's schedule and availability.
· Prepares and sends correspondence to students on matters such as the Dean's list, internal transfers, academic status, graduation audits, and graduation.
· Assists with student registration as needed.
· Coordinates graduation applications.
· Compiles, prepares, publishes, sends, and tracks a monthly e-newsletter and other email communications.
· Creates surveys/forms and tracks/analyzes students' responses.
· Collaborates with the Academic and Faculty Affairs Coordinator to support the U.S./Europe Double-Degree Program (Loyola University Chicago / Universidad Loyola Andalucia). This may include overseeing the student application process, handling transcripts, planning student events, coordinating trips, and working with financial aid, registration and records, and other university departments. Spanish language skills are a plus but not required.
· Provides assistance to the Associate Director of Student Services and the student services team as needed, especially with special events such as graduation.
· Schedules and locates space for undergraduate team meetings and participates in those meetings as a member of the team.
· Provides general administrative support to undergraduate deans and academic advisors.
Faculty department tasks
· Serves as the front-line single point of contact for faculty in assigned department(s) for first-level advice and assistance as the process expert on academic and faculty affairs processes.
· Fulfills academic support functions that include (but are not limited to) ordering textbooks and other resources; preparing, formatting, and copying of course materials; looking up and summarizing class enrollments and student information in university databases; and posting faculty office hours.
· Assists faculty with completing tasks in university systems such as Sakai and LOCUS (training provided) and Microsoft Outlook and Sharepoint.
· Prepares, edits, and proofreads faculty communications, publications, and presentations.
· Assists with maintaining files of faculty vitae, committee minutes, and other program reports/files, and technology instruction manuals.
· Coordinates faculty schedules and makes travel and accommodation arrangements.
· Provides back-up support for updates to Quinlan website and other area assistants.
· Grades completed student exams via machine, such as Scantron or ParScore.
· Arranges space for students to take make-up exams and proctors exams.
General and cross-functional tasks
· Manages office operations and fulfills classroom needs, including maintaining office supplies, handling sensitive and confidential information, troubleshooting and maintaining office equipment and copier technology, and training colleagues to use office equipment.
· Coordinates and executes plans for events, programs, and meetings, including (but not limited to) preparing materials, booking space and catering, overseeing delivery and set-up, arranging and ensuring the functionality of A/V, receiving guests, and completing takedown.
· Processes invoices, payments, expense reports, and monthly procurement card statements. Coordinates mailing and shipping. Assists finance/operations team with other requests as needed.
· Acts as a liaison to vendors and Loyola campus security.
· Other duties as assigned.
Minimum Education and/or Work Experience
High school diploma or equivalent and one to three years of relevant experience; some positions may require additional experience.
Qualifications
· Customer service orientation.
· Strong communication skills that embody our Jesuit mission in all interactions both internally and externally.
· Strong organizational skills.
· Strong attention to detail, accuracy, sound judgment, and the ability to maintain confidentiality.
· Ability to interpret written and verbal instructions.
· A desire to be a team player and work well with others in a highly collaborative environment.
Certificates/Credentials/Licenses
NA
Computer Skills
Intermediate MS Word processing, MS Excel or Spreadsheets, MS PowerPoint and MS Sharepoint. Adept user of Internet, e-mail and other office automation systems. Ability to learn LOCUS student information system and other software to assist with student files.
Supervisory Responsibilities
No
Required operation of university owned vehicles
No
Does this position require direct animal or patient contact?
No
Physical Demands
None
Working Conditions
None
Open Date
03/27/2024
Close Date
Special Instructions to Applicants
Diversity and Inclusion Statement
Diversity, Equity, and Inclusion
As one of the nation's largest Jesuit, Catholic universities, Loyola University Chicago fosters a transformative cultural experience that honors diversity, equity, and inclusion. We are committed to not only recruiting, but also retaining a diverse, mission driven workforce and enabling a culture of inclusiveness in an environment that values service excellence, stewardship, personal well-being, and professional development for all of our employees. Loyola University Chicago supports its staff and faculty with a wide array of affordable, comprehensive and competitive benefits centered on health and wellness, financial security, equity, and work-life balance. We actively seek those who wish to join our faculty, staff, and students in a community of diverse opinions, perspectives, and backgrounds supporting our Jesuit mission and striving toward the same goal of being persons for and with others.
Quick Link for Posting
https://www.careers.luc.edu/postings/27860
Supplemental Questions
Required fields are indicated with an asterisk (*).
Required Documents
Position Details
Job Title
ADMINISTRATIVE ASSISTANT
Position Number
8100673
Job Category
University Staff
Job Type
Full-Time
FLSA Status
Non-Exempt
Campus
Chicago-Water Tower Campus
Department Name
SCHOOL OF BUSINESS
Location Code
SCHOOL OF BUSINESS (02200A)
Is this split and/or fully grant funded?
No
Duties and Responsibilities
Responsible for daily operations and administrative duties related to Quinlan School of Business undergraduate programs and one or more Quinlan faculty departments.
Provides administrative and front-desk reception support for the Quinlan undergraduate programs team (senior associate dean, senior assistant dean, assistant dean, and three academic advisors) and one or more Quinlan faculty departments. Responds to phone calls, emails, and walk-in questions from students, faculty, and staff.
Undergraduate programs tasks
· Keeps electronic student files up-to-date and accurate.
· Helps students to use electronic systems to make appointments with advisors.
· Assists in managing the advising team's schedule and availability.
· Prepares and sends correspondence to students on matters such as the Dean's list, internal transfers, academic status, graduation audits, and graduation.
· Assists with student registration as needed.
· Coordinates graduation applications.
· Compiles, prepares, publishes, sends, and tracks a monthly e-newsletter and other email communications.
· Creates surveys/forms and tracks/analyzes students' responses.
· Collaborates with the Academic and Faculty Affairs Coordinator to support the U.S./Europe Double-Degree Program (Loyola University Chicago / Universidad Loyola Andalucia). This may include overseeing the student application process, handling transcripts, planning student events, coordinating trips, and working with financial aid, registration and records, and other university departments. Spanish language skills are a plus but not required.
· Provides assistance to the Associate Director of Student Services and the student services team as needed, especially with special events such as graduation.
· Schedules and locates space for undergraduate team meetings and participates in those meetings as a member of the team.
· Provides general administrative support to undergraduate deans and academic advisors.
Faculty department tasks
· Serves as the front-line single point of contact for faculty in assigned department(s) for first-level advice and assistance as the process expert on academic and faculty affairs processes.
· Fulfills academic support functions that include (but are not limited to) ordering textbooks and other resources; preparing, formatting, and copying of course materials; looking up and summarizing class enrollments and student information in university databases; and posting faculty office hours.
· Assists faculty with completing tasks in university systems such as Sakai and LOCUS (training provided) and Microsoft Outlook and Sharepoint.
· Prepares, edits, and proofreads faculty communications, publications, and presentations.
· Assists with maintaining files of faculty vitae, committee minutes, and other program reports/files, and technology instruction manuals.
· Coordinates faculty schedules and makes travel and accommodation arrangements.
· Provides back-up support for updates to Quinlan website and other area assistants.
· Grades completed student exams via machine, such as Scantron or ParScore.
· Arranges space for students to take make-up exams and proctors exams.
General and cross-functional tasks
· Manages office operations and fulfills classroom needs, including maintaining office supplies, handling sensitive and confidential information, troubleshooting and maintaining office equipment and copier technology, and training colleagues to use office equipment.
· Coordinates and executes plans for events, programs, and meetings, including (but not limited to) preparing materials, booking space and catering, overseeing delivery and set-up, arranging and ensuring the functionality of A/V, receiving guests, and completing takedown.
· Processes invoices, payments, expense reports, and monthly procurement card statements. Coordinates mailing and shipping. Assists finance/operations team with other requests as needed.
· Acts as a liaison to vendors and Loyola campus security.
· Other duties as assigned.
Minimum Education and/or Work Experience
High school diploma or equivalent and one to three years of relevant experience; some positions may require additional experience.
Qualifications
· Customer service orientation.
· Strong communication skills that embody our Jesuit mission in all interactions both internally and externally.
· Strong organizational skills.
· Strong attention to detail, accuracy, sound judgment, and the ability to maintain confidentiality.
· Ability to interpret written and verbal instructions.
· A desire to be a team player and work well with others in a highly collaborative environment.
Certificates/Credentials/Licenses
NA
Computer Skills
Intermediate MS Word processing, MS Excel or Spreadsheets, MS PowerPoint and MS Sharepoint. Adept user of Internet, e-mail and other office automation systems. Ability to learn LOCUS student information system and other software to assist with student files.
Supervisory Responsibilities
No
Required operation of university owned vehicles
No
Does this position require direct animal or patient contact?
No
Physical Demands
None
Working Conditions
None
Open Date
03/27/2024
Close Date
Special Instructions to Applicants
Diversity and Inclusion Statement
Diversity, Equity, and Inclusion
As one of the nation's largest Jesuit, Catholic universities, Loyola University Chicago fosters a transformative cultural experience that honors diversity, equity, and inclusion. We are committed to not only recruiting, but also retaining a diverse, mission driven workforce and enabling a culture of inclusiveness in an environment that values service excellence, stewardship, personal well-being, and professional development for all of our employees. Loyola University Chicago supports its staff and faculty with a wide array of affordable, comprehensive and competitive benefits centered on health and wellness, financial security, equity, and work-life balance. We actively seek those who wish to join our faculty, staff, and students in a community of diverse opinions, perspectives, and backgrounds supporting our Jesuit mission and striving toward the same goal of being persons for and with others.
Quick Link for Posting
https://www.careers.luc.edu/postings/27860
Supplemental Questions
Required fields are indicated with an asterisk (*).
- * Do you have a high school diploma or equivalent and one to three years of relevant experience?
- Yes
- No
- * How did you hear about this employment opportunity?
(Open Ended Question) - * Why do you want to work for Loyola University Chicago?
(Open Ended Question)
Required Documents
- Resume
- Cover Letter/Letter of Application
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