ADMINISTRATIVE ASSISTANT Job at Loyola University Of Chicago in Chicago

Assistance to Chair of Department:
* General assistance and support to chair: appointments, document preparation, emails and phone calls, reminders, and general assistance in meeting deadlines
* Software assistance and running of reports (BiTeam and LOCUS), assistance in report writing.
* Assist chair in coordinating class visitations of faculty
* Support chairperson in the gathering of faculty materials for tenure, promotion, and mid-probationary reviews as well as applications for college and university programs.

Communications:
* Maintenance of department calendar (including in Outlook)
* Notifications of calendar events, meetings, book orders, email distribution lists for faculty and graduate students
* Liaison with CAS Dean's Office, Facilities, and H.R.
* Department and University events, notices and announcements

* Maintain instructor and graduate student contact information.

* Assist in conveying university policy to 50 plus faculty, staff and student workers
* Occasionally assist other departments' support staff

Department & University Technologies:
* Manage Theology Department email account, phone line, and database
* Assist faculty with computer and facility related issues
* Collect, update, manage, distribute, and archive files in Sakai and shared drive
* Manage course syllabi and descriptions, agendas and minutes of all department and committee meetings
* Maintain copier and office equipment and oversee the use thereof

Event Planning:
* Department meetings and colloquiums, end and beginning of academic year festivities
* Make room reservations for faculty and graduate students

General Office Coordination:
* Establish responsibilities of student workers
* Replenish kitchen and general office supplies; ensure the good order, cleanliness and general appearance of the department suite; troubleshoot issues as needed

Hiring Faculty and Student Workers:
* Oversee hiring, recruitment, and training of student workers
* Assemble new part-time faculty New Hire paperwork (distribution and approvals)
* Provide orientation to new part-time faculty/student workers
* Propose, plan and coordinate office space coordination with department chair
* Primary contact for all visitors to the department suite, ensuring they are welcomed and attended to upon entrance
* Represents department as the primary telephone/in-person contact; answer general questions about the department; performs other administrative tasks for chairperson and faculty as needed.

General Responsibilities
* Address enrollment- and registration-related issues and inquiries from faculty and students
* Support the Assistant Chair with class schedules, manage course descriptions for posting, address changes and cancellations
* Assist the Graduate Program Director in scheduling and facilitating comprehensive examinations and defenses, enrolling graduate students, maintaining tracking sheets, tracking alumni and managing their contact information, and supporting the Graduate Student Caucus
* Offer proactive assistance to faculty and department administrators as required, field policy and procedural questions
* Proctor exams for students taking them outside regular class times
* Performs other duties as assigned.

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.