Administrative Assistant - Chicago, United States - Loyola University Chicago

Loyola University Chicago

Verified Company

Chicago, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

Position Details:

Position Details

Job Title

ADMINISTRATIVE ASSISTANT
Position Number

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.

Undergraduate programs tasks_

Keeps electronic student files uptodate 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.
Creates surveys/forms and tracks/analyzes students' responses.
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 frontline single point of contact for faculty in assigned department(s) for firstlevel 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 backup 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 makeup exams and proctors exams.
General and crossfunctional 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 setup, 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 SkillsSupervisory 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 wellbeing, and professional