Loyola University
ADMINISTRATIVE ASSISTANT
Loyola University, Chicago, Illinois, United States, 60290
Position Details
Position Details
Job TitleADMINISTRATIVE ASSISTANT
Position Number8100750
Job CategoryUniversity Staff
Job TypeFull-Time
FLSA StatusNon-Exempt
CampusRogers Park-Lake Shore Campus
Department NameENGLISH
Location CodeENGLISH (02103A)
Is this split and/or fully grant funded?No
Duties and ResponsibilitiesDuties and Responsibilities
This position provides administrative support to two units: the English Department (60%), and the Global Studies Program (40%)
For the English Department:
* Assists Graduate Program Director (GPD) with maintaining records, scanning and copying documents, assigning student substitutes to cover classes, corresponding with individuals inside and outside the University* Assists in graduate student recruitment, admissions, registration, and testing, and enrolls graduate students into classes requiring permission* Supports faculty members of the Graduate Program Committee in use of relevant systems* Manages the calendar of the GPD as well as scheduling student advising appointments; manages expenses and reimbursements for the Graduate Program* Assigns graduate student substitute to cover classes* Welcomes visitors, screens telephone calls, distributes incoming mail, and answers various questions from students and faculty* Makes arrangements for events and meetings; reserves campus space for faculty; maintains schedule for Department Library* Maintains and updates Department website* Produces and distributes the Department's monthly newsletter and contributes to its social media efforts* Works directly with the GPD and the Graduate Students to make sure they have the resources they need* Functions as Department data steward, managing computer scans and securing sensitive data* Supports endowed chairs by coordinating special events, making travel arrangements, purchasing equipment, etc.
For the Global Studies Program:Manages the major/minor listserv; duties include editing, proofreading, and circulating emails to Global Studies students and faculty on a regular basis (sometimes several times a week);
Manages administrative tasks such as completing room reservations, scheduling classes, maintaining records, scanning and copying documents, processing payments, placing catering orders, purchasing office supplies, performing milestone checks for graduating students, and similar administrative tasks as required by the program director;
Manages the Program's website;
Provides student record information to the director as needed for graduation verification, membership in the Global Studies honor society (SIR), and graduation honors; manages the induction process for SIR, including collecting and sending payments, printing and organizing, certificates, and preparation of induction kits for honors and SIR
Includes representing the Global Studies Program at some open houses and campus events
Minimum Education and/or Work ExperienceHigh school diploma or equivalent and one to three years of relevant experience; some positions may require additional experience.
QualificationsN.A.
Certificates/Credentials/LicensesNone
Computer SkillsIntermediate MS Word processing, MS Excel, Google office apps. Adept use of internet, email, social media, and other online systems. Ability to maintain departmental websites in English and Global Studies.
Supervisory ResponsibilitiesNo
Required operation of university owned vehiclesNo
Does this position require direct animal or patient contact?No
Physical DemandsRepetitive Motions
Working ConditionsIrregular Hours, None
Open Date09/13/2024
Close Date
Special Instructions to Applicants
Diversity and Inclusion StatementDiversity, 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 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/29159
Position Details
Job TitleADMINISTRATIVE ASSISTANT
Position Number8100750
Job CategoryUniversity Staff
Job TypeFull-Time
FLSA StatusNon-Exempt
CampusRogers Park-Lake Shore Campus
Department NameENGLISH
Location CodeENGLISH (02103A)
Is this split and/or fully grant funded?No
Duties and ResponsibilitiesDuties and Responsibilities
This position provides administrative support to two units: the English Department (60%), and the Global Studies Program (40%)
For the English Department:
* Assists Graduate Program Director (GPD) with maintaining records, scanning and copying documents, assigning student substitutes to cover classes, corresponding with individuals inside and outside the University* Assists in graduate student recruitment, admissions, registration, and testing, and enrolls graduate students into classes requiring permission* Supports faculty members of the Graduate Program Committee in use of relevant systems* Manages the calendar of the GPD as well as scheduling student advising appointments; manages expenses and reimbursements for the Graduate Program* Assigns graduate student substitute to cover classes* Welcomes visitors, screens telephone calls, distributes incoming mail, and answers various questions from students and faculty* Makes arrangements for events and meetings; reserves campus space for faculty; maintains schedule for Department Library* Maintains and updates Department website* Produces and distributes the Department's monthly newsletter and contributes to its social media efforts* Works directly with the GPD and the Graduate Students to make sure they have the resources they need* Functions as Department data steward, managing computer scans and securing sensitive data* Supports endowed chairs by coordinating special events, making travel arrangements, purchasing equipment, etc.
For the Global Studies Program:Manages the major/minor listserv; duties include editing, proofreading, and circulating emails to Global Studies students and faculty on a regular basis (sometimes several times a week);
Manages administrative tasks such as completing room reservations, scheduling classes, maintaining records, scanning and copying documents, processing payments, placing catering orders, purchasing office supplies, performing milestone checks for graduating students, and similar administrative tasks as required by the program director;
Manages the Program's website;
Provides student record information to the director as needed for graduation verification, membership in the Global Studies honor society (SIR), and graduation honors; manages the induction process for SIR, including collecting and sending payments, printing and organizing, certificates, and preparation of induction kits for honors and SIR
Includes representing the Global Studies Program at some open houses and campus events
Minimum Education and/or Work ExperienceHigh school diploma or equivalent and one to three years of relevant experience; some positions may require additional experience.
QualificationsN.A.
Certificates/Credentials/LicensesNone
Computer SkillsIntermediate MS Word processing, MS Excel, Google office apps. Adept use of internet, email, social media, and other online systems. Ability to maintain departmental websites in English and Global Studies.
Supervisory ResponsibilitiesNo
Required operation of university owned vehiclesNo
Does this position require direct animal or patient contact?No
Physical DemandsRepetitive Motions
Working ConditionsIrregular Hours, None
Open Date09/13/2024
Close Date
Special Instructions to Applicants
Diversity and Inclusion StatementDiversity, 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 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/29159