Administrative Assistant
2 weeks ago
**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.
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.
- 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 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**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
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