ADMINISTRATIVE ASSISTANT

Position Details Job Title ADMINISTRATIVE ASSISTANT Position Number 8102062 Job Category University Staff Job Type Full-Time FLSA Status Non-Exempt Campus Rogers Park-Lake Shore Campus Department Name BIOLOGY Location Code BIOLOGY (02112A) Is this split and/or fully grant funded? No Duties and Responsibilities The Administrative Assistant works with the Department Chair and the Office Manager to support all aspects of the educational mission of the Department of Biology. The primary role of the Administrative Assistant is to provide direct support to undergraduate Biology majors and graduate students in the Biology MS program. The Administrative Assistant fields inquiries from these undergraduate and graduate students, works to provide solutions, and directs students to faculty and other resources as needed. The Administrative Assistant supports the course registration process for undergraduate Biology majors and graduate students in the Biology MS program and for select non-credit and summer programs. The Administrative Assistant also assists the MS Graduate Program Director with management of applications, admission, and registration for students in the MS program. Attention to detail, strong organizational skills, superior communication and listening skills, and the ability to work as part of a team are important to be successful in this position. In all tasks the Administrative Assistant works to ensure that departmental mission, values, guidelines, policies and procedures are implemented and maintained. Specific Responsibilities of the Administrative Assistant include: Enrollment Management Operations Manage student requests to be enrolled in courses Regularly assist academic deans and college advisors with registration process issues Distribute and advise students on the completion of department registration forms Maintain and archive important documents such as registration permission forms Disseminate course requirements to students as needed when registering Maintain relationships with the undergraduate advising office Connect students seeking research opportunities with faculty members with whom their research interests aligned through the undergraduate research application web page Data Management and Analysis Maintain databases of department majors and minors Distribute information to department majors and minors as needed Run reports on enrollment numbers as needed to forecast need for courses and sections in upcoming semesters Review lists of graduating students to determine eligibility for department awards Provide faculty with student transcripts as needed for advising purposes Initiate student course evaluation process through LOCUS Coordinating with the MS Graduate Program Director Support the processes of application, admission, and registration for the MS program Track plan of study, completion of degree requirements, committee meetings, thesis defenses Provide student status updates to MS Graduate Program Director General Administrative Responsibilities Assist the Office Manager, Department Chair, and Principal Investigators in preparing check requisitions, purchase orders, travel reimbursements, and running financial reports, as needed Coordinate undergraduate events which may include scheduling rooms and guest speakers and arranging for routine materials, technology and refreshments Manage scheduling of the department conference room (LSB 316) Provide general back-up support to the department staff team as needed, including Greet and assist visitors and guests Receive packages and direct delivery personnel to appropriate person or department Support Biology office operations team with any special projects or tasks when required Serve as back-up for Lab Coordinator and Office Assistant 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 Excellent verbal and written communication skills and excellent customer service skills with a friendly and patient demeanor. Superior attention to detail and organization skills with an ability to manage several projects and tasks simultaneously. Ability to handle high level of customer contact for extended periods of time. Certificates/Credentials/Licenses 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. Minimum 1 year work experience in a university admission or office setting Computer Skills Advanced MS Word processing, MS Excel, MS PowerPoint and MS Access. Adept user of Internet, e-mail and other office automation systems. Additional skills in content management of websites preferred Supervisory Responsibilities No Required operation of university owned vehicles No Does this position require direct animal or patient contact? No Physical Demands Lifting Working Conditions None Open Date 10/31/2024 Close Date Position Maximum Salary or Hourly Rate $25.00/hr Position Minimum Salary or Hourly Rate $21.00/hr Special Instructions to Applicants About Loyola University Chicago Loyola University Chicago is a private Jesuit University founded in 1870 by the Society of Jesus. One of the largest Catholic Universities in the United States, Loyola's professional schools include programs in medicine, nursing, and health sciences anchored by the Loyola University Medical Center, and the Loyola University Chicago School of Law. Comprised of thirteen colleges and schools, Loyola University Chicago offers more than 80 undergraduate and 140 graduate/professional programs while enrolling approximately 17,000 students. In addition to offering a world class educational experience, Loyola University Chicago strives to be an employer of choice by offering its staff and faculty a wide array of affordable, comprehensive, and competitive benefits. Our benefits are centered on health and wellness, financial security, equity, and work-life balance. We offer medical, dental, vision, 403(b), HSA, FSAs, tuition benefit, pre-tax transit benefits, EAP, and more. To view our benefits in detail, click here. 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 recruiting and retaining a diverse, mission driven workforce that enables a culture of inclusivity. We act with the heart of a nonprofit organization and an academic enterprise with ethical practices that advance the Jesuit Mission. Loyola actively seeks to build a community of diverse opinions, perspectives, and backgrounds that support our Jesuit tradition, while helping Ramblers foster a sense of belonging and affinity for all. Loyola University Chicago is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion (except where religion is a bona fide occupational qualification for the job), national origin, sex, age, disability, marital status, sexual orientation, gender identity, protected veteran status or any other factor protected by law.