ADMINISTRATIVE ASSISTANT II Job at Loyola University Of Chicago in Maywood

Position DetailsPosition DetailsJob TitleADMINISTRATIVE ASSISTANT IIPosition Number8150088Job CategoryUniversity StaffJob TypeFull-TimeFLSA StatusNon-ExemptCampusMaywood-Health Sciences CampusDepartment NamePHYSIOLOGYLocation CodePHYSIOLOGY (06240A)Is this split and/or fully grant funded?NoDuties and ResponsibilitiesThis is a combined position that supports the administrative needs of the Chair and Directors with the department's administrative activities, and coordinates various administrative processes and projects. This position has responsibility for several established and ongoing complex and/or difficult processes unique to the department, in addition to general administrative support for the department.Chair Support:Maintains chair's calendar to include scheduling meetings, arranging appointments, and coordinating travel arrangementsBrings pertinent dates to chair's attention, prepares and/or provides necessary documents for use in meetingsRecords, transcribes and distributes meeting minutes for the Physiology faculty meetings; prepares and distributes faculty meeting agendaAssists chair with all aspects of faculty recruitment. High degree of professionalism required for constant contact with external contactsAssists with faculty employment processes to varying degrees by monitoring and maintaining credential files of applicants, preparing master files for search committees, preparing correspondence to applicants, creating and mainlining applicant spreadsheetPrepares and proofreads correspondence, reports and other documentsServes as communication hub of the department by communicating information from the chair and/or directors to others, making information available to others by mail, email, telephone, web, departmental boards, and providing complex information on processes specific to the department to faculty, staff, students and external visitorsDepartment Seminar Series:Organizes all aspects of invited speakers for the CaMP seminar series with minimal assistance from Committee Chair. Includes contact with external speakers and administrative staff to coordinate travel, agendas, room reservations, reimbursements, etc.Submits reports to ensure departmental seminar series maintains CME credit status; submits required documentation to CME office for each speakerEnsure CME sign in sheet is available at all seminars; enters names of attendees for CME creditMaintains spreadsheet of seminar expensesCreate, distribute and post seminar flyersOrder food for student/speaker lunchesEscorts speaker when on site and arranges transportSubmits check requisitions for speakers honorarium and completes expense reimbursements as neededDepartmental Support: Organizes and maintains an accurate paper and electronic filing system for departmental chair, director, program directors and departmentAct as mentor and trainer to junior level support staff, students and volunteersOrders and maintains suppliesSubmits facility requests as requiredServes as principal contact and source of information for students, staff, faculty and external visitorsHandle special projects and events (organize student career day, departmental events). Organizes, coordinates, plans, and conducts departmental events by securing space, equipment, food, preparing invitations, announcements, agendas, brochures, and packets, making travel arrangements and reservations, and overseeing the event as it occursContributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgroundsPlaces purchasing orders in LawsonActs as receptionist to internal and external visitors by answering departmental general phone and greeting guestsComputer Skills : Reviewing and updating departmental web-site (weekly)Attending and active in the social media committee meetings and follow-up activityObtaining computer and related quotes for the DepartmentRecording faculty lectures; help with editing, storage and organization of sameMinimum Education and/or Work ExperienceHigh school diploma or equivalent and a minimum of three year of experience in an administrative position.Preferred Qualifications:Bachelor's degree in a related field is preferred. Knowledge in fundraising and/or higher education is considered beneficial.QualificationsBachelor's degree strongly preferredExcellent verbal and written communicationHigh level organizational skillsAbility to multi-task and meet deadlinesAbility to work well independently and as part of a teamMust be self-motivatedCertificates/Credentials/LicensesN/AComputer SkillsProficiency in Word, Excel, Slate, ZoomAptitude to learn specific computer applications as requiredSupervisory ResponsibilitiesNoRequired operation of university owned vehiclesNoDoes this position require direct animal or patient contact?NoPhysical DemandsNoneWorking ConditionsNoneOpen Date10/29/2024Close DateSpecial Instructions to ApplicantsDiversity and Inclusion StatementDiversity, Equity, and InclusionAs 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 Postinghttps://www.careers.luc.edu/postings/29578