Administrative Support Specialist

4 weeks ago

Chicago, Illinois, United States Loyola University of Chicago Inc Full time
About the Position:

This is a 20 hours/week part-time position that provides day-to-day oversight of administrative and operational functions of the MAMS program in Biology as directed by the Graduate Program Director.

The successful candidate will have strong organizational and time management skills, with experience in providing customer support to individuals with high expectations. They will also have intermediate knowledge of word processing, spreadsheet, email, and database software programs.

Key Responsibilities:

* Act as primary point of contact for all program prospects and applicants, utilizing Microsoft Office/Outlook programs.
* Ensure that program/project mission, values, guidelines, policies & procedures are implemented & maintained.
* Manage, design and develop program databases; compile and analyze data; prepare reports. Maintain and update databases for the MAMS program, including applicants, matriculates, and alumni.
* Identify improvement opportunities that will better enable program to achieve its goals and objectives.
* Aid in recruiting students for the program by producing and publishing recruitment brochures and traveling to nearby university campuses to represent MAMS at Pre-health fairs and at pre-health departments.
* Direct prospects to Graduate Program Enrollment Management and encourage their application to the MAMS program. Answer prospect's questions about program and help them with their application.
* Initiate the applicant review process by GPA calculations and summary sheets. Assign applicants to members of the MAMS Application Committee for Review.
* Maintain an application workflow spreadsheet in Excel to monitor progress of applicant reviews and ensure their timely review.
* Maintain communication on behalf of students with the LUC Office of Pre-Health Professions, or the American Association of Medical Colleges Application Service as requested.
* Schedule appointments for the MAMS GPD and MAMS Advisor using e-mail and calendaring software.
* Promote communication with MAMS alumni both while they are applying to medical schools and beyond. Document student acceptances and rejections to medical school programs.
* Maintain student records to assure the confidentiality of all student personal information
* Updates and maintains the program website, program newsletter, and graduate handbook.

Requirements:

* High school diploma or equivalent and one to three years of relevant experience;
* Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience;
* 1 year program/project administration or other relevant experience;
* Strong listening, oral and written communication skills;
* Experience providing customer support to individuals with high expectations;
* Excellent attention to detail;
* Strong organizational and time management skills;
* Ability to take initiative;
* Professional demeanor including tact and discretion;
* Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.

What We Offer:

Loyola University Chicago offers competitive pay starting at $21.00 per hour, up to $25.00 per hour, depending on qualifications and experience. This position is open until filled.

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