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Administrative Assistant, ISPP Programs

2 months ago

Chicago, United States National Louis University Full time
Overview

Who We Are:

National Louis is a 135+ year old university that has been grounded in the values of innovation, access, excellence, and equity from its inception. As an institution, we believe in providing access to educational opportunity and that education is our greatest lever for social and economic mobility. We are a student-focused community that is committed to continuous improvement and superior student service. We believe that through education we are able to empower change and build healthy communities. Our hard-working community is based on collaboration and respect for all team members and students.

What We Offer:

At National Louis University, we offer our employees an innovative environment to work together and inspire the ideas that will make an impact. As our external environment changes, our employees are provided the opportunities and tools needed to grow both personally and professionally to remain successful. NLU employees and dependents are offered a wide range of benefits, including but not limited to, Health Insurance benefits, Retirement benefits, Paid Time Off and Educational Benefits.

What You Will Do:

Reporting to the ISPP PsyD Program Director, the Administrative Assistant for the Illinois School of Professional Psychology (ISPP) PsyD program will be responsible for providing administrative support to the Program Director, Director of Clinical Training, and Associate Director of Training. The Administrative Assistant IV works with colleagues to support data collected for student outcomes, program assessment, and accreditation purposes; track and manage required paperwork such as syllabi, book orders, course evaluations, and clinical training documents; coordinate graduate teaching assistants; and assist with program admissions processes.

Essential Responsibilities
  • Works with faculty to ensure that Syllabi are updated and submitted in in a timely fashion and that D2L and Simple Syllabus are activated as required and saves syllabus in the ISPP shared drive;
  • Manages distribution and collection of midterm course evaluations;
  • Works with Registrar's Office and bookstore to ensure that book orders are submitted in a timely fashion and books are received by students in a timely fashion;
  • Supports and assists full-time faculty and adjunct instructors;
  • Tracks completion of new adjunct instructor requirements (e.g., HR paperwork, assignment of email account, orientation session, assigned mentor, Web-CT training);
  • Attends faculty-related meetings as requested (faculty development, assessment/new hire), recording/transcribing meeting minutes;
  • Tracks student end-of-course evaluations and annual review letters and clinical capstone evaluations, ensuring these are submitted, added to the student file, and sent to the student and faculty advisor;
  • Supports the collection of program data as required for APA accreditation, including the APA Annual Report Online (ARO);
  • Supports program admissions by sending applications to faculty for review and tracking their return;
  • Leads the preparation of the ISPP Newsletter three times per year;
  • Supports internal community events (preparing flyers, reserving space, ordering food and supplies, etc);
  • Manages programmatic Tevera content including submissions from faculty, students, and partner training sites;
  • Tracks student dissertation progress and updates dissertation payroll spreadsheet monthly;
  • Completes special projects as directed by supervisor;
  • Manages the graduate teaching assistants (e.g. HR paperwork, timecards, access to D2L);
  • As part of a team, promptly and appropriately answers questions, refers inquiries and directs visitors
Qualifications
  • High school diploma or GED plus at least 5 years of experience directly related to the duties and responsibilities specified; or bachelor's degree
  • 3+ years of Office/administrative experience
  • Experience working in college or university setting preferred, but not required.
  • Effective communication (written, oral, listening) skills; analytical skills to include descriptive and inferential statistic
  • High Proficiency with Microsoft Suite (i.e. Word, Excel, PowerPoint and Access)
  • Relationship Building - Builds rapport and develops alliances with a broad range of people. Adjusts communication style to meet the needs of individuals at various organizational levels and to meet the needs of clients. Forms alliances by demonstrating concern and respect for others, as well as by highlighting common interests and aspirations. Leave others feeling that they will be a trusted ally and is careful to act in ways that reinforce that trust over time.
  • Cross-Cultural Sensitivity/Compassion - Demonstrates an awareness of, and sensitivity to, the needs and concerns of individuals from different cultures. Makes adjustments in how he or she communicates out of respect for cultural differences and minimizes the number of cross-cultural misunderstandings.
  • Managing Multiple Priorities - Handles multiple assignments and priorities yet still fulfills all commitments. Readily accepts new responsibilities and adapts well to changes in procedures. Gives appropriate priorities to various work demands.
  • Flexibility - Adjusts quickly and effectively to changing conditions and demands. Discusses change as a necessary and inevitable aspect of organizational life as well as an opportunity to learn new things. Has a similar view and approach to potentially stressful situations. Invests personal energy toward accepting and adapting to change that others use toward resisting or resenting it.
  • Problem Solving - Takes a proactive approach to anticipating and preventing problems. When problems occur, defines those problems, investigates obstacles, gathers relevant information, decides whether solving the problem should be a group decision, generates and analyzes alternate solutions and arrives at a workable solution.
  • Dependability - Makes and fulfills commitments. Has established a pattern of working independently, meeting reasonable deadlines, and accepting responsibility for his or her actions. Willingly makes promises and fully intends to keep them. Arrives at work on time and ready to contribute. Shows up for meetings well-prepared.

NLU Inclusion Statement:

National Louis University is deeply committed to serving its community, advancing access and equity, and ensuring that all individuals are welcomed and valued. We are dedicated to fostering a culture where diversity, equity, and inclusion remain at the core of who we are. These are more than just words to us: they are truly a way of life for the NLU community. We recognize that differences in abilities, age, ethnicity, gender (identity and expression), race, religion, sexual orientation, socio-economic status, and background bring richness to our work environment. We affirm diverse perspectives, innovative contributions, and authentic presentations of self from every member within the NLU community. We believe inclusion is grounded in the actions we intentionally take each day. Our goal is to inspire and empower NLU employees and community members to cultivate an environment where we collectively focus on uplifting and advancing our institutional culture.

Special Instructions
Please Include the following along with your application: - Resume (Required) - Cover Letter (Optional) NLU Employees please also submit an Internal Posting Form