ADMINISTRATIVE ASSISTANT II Job at Loyola University Chicago
Position Details
Position Details
Job Title
ADMINISTRATIVE ASSISTANT II
Position Number
8150088
Job Category
University Staff
Job Type
Full-Time
FLSA Status
Non-Exempt
Campus
Maywood-Health Sciences Campus
Department Name
PHYSIOLOGY
Location Code
PHYSIOLOGY (06240A)
Is this split and/or fully grant funded?
No
Duties and Responsibilities
This is a combined position that supports the administrative needs of the Chair, Director, and Graduate Program 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:
Chair Support:
- Maintains chair’s calendar to include scheduling meetings, arranging appointments, and coordinating travel arrangements
- Brings pertinent dates to chair’s attention, prepares and/or provides necessary documents for use in meetings
- Records, transcribes and distributes meeting minutes for the Cell and Molecular Physiology faculty meetings; prepares and distributes faculty meeting agenda
- Assists chair with all aspects of faculty recruitment. High degree of professionalism required for constant contact with external contacts
- Assists 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 spreadsheet
- Prepares and proofreads correspondence, reports and other documents
- Serves 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 visitors
Department 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 speaker
- Ensure CME sign in sheet is available at all seminars; enters names of attendees for CME credit
- Maintains spreadsheet of seminar expenses
- Create, distribute and post seminar flyers
- Order food for student/speaker lunches
- Escorts speaker when on site and arranges transport
- Submits check requisitions for speakers honorarium and completes expense reimbursements as needed
Departmental Support:
- Organizes and maintains an accurate paper and electronic filing system for departmental chair, director, GPD, program directors and department
- Act as mentor and trainer to junior level support staff, students and volunteers
- Orders and maintains supplies
- Submits facility requests as required
- Serves as principal contact and source of information for students, staff, faculty and external visitors
- Handle 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 occurs
- Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds
- Places purchasing orders in Lawson
- Acts as receptionist to internal and external visitors by answering departmental general phone and greeting guests
Computer Skills:
- Reviewing and updating departmental web-site (weekly)
- Attending and active in the social media committee meetings and follow-up activity
- Obtaining computer and related quotes for the Department
- Recording faculty lectures; help with editing, storage and organization of same
Graduate Program Support:
- Designs and maintains statistical spreadsheets for PhD program, MSMP program, etc.
- Responsible for all administrative aspects of student recruitment and ongoing operation of the departmental graduate program
- Coordinates and screens applicant files
- Assists course directors with scheduling lectures, updating syllabi, copying handouts, communicating to students, and exam preparation as required
- Coordinates journal club and student seminars
- Provides administrative support to program directors
- Works closely with program directors for MSMP program for marketing, recruiting, scheduling, applicant files etc.
- Track and record annual progress of Ph.D. and MSMP students; request and record dissertation committee information and other student forms.
Minimum Education and/or Work Experience
High 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.
Preferred Qualifications:
Bachelor’s degree in a related field is preferred. Knowledge in fundraising and/or higher education is considered beneficial.
Qualifications
Bachelor’s degree strongly preferred
Excellent verbal and written communication
High level organizational skills
Ability to multi-task and meet deadlines
Ability to work well independently and as part of a team
Must be self-motivated
Excellent verbal and written communication
High level organizational skills
Ability to multi-task and meet deadlines
Ability to work well independently and as part of a team
Must be self-motivated
Certificates/Credentials/Licenses
N/A
Computer Skills
Proficiency in Word, Excel, Slate, Zoom
Aptitude to learn specific computer applications as required
Aptitude to learn specific computer applications as required
Supervisory Responsibilities
No
Required operation of university owned vehicles
No
Does this position require direct animal or patient contact?
No
Physical Demands
None
Working Conditions
None
Open Date
12/08/2022
Close Date
Special Instructions to Applicants
Diversity and Inclusion Statement
Diversity, 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 Posting
https://www.careers.luc.edu/postings/23021
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