Administrative Assistant Vacancy In Loyola University Chicago

Hiring Organization / Company: Loyola University Chicago
Basic Salary: To Be Discussed
Employement Type: Full-Time

Job Details:

Position Details

Job Title

Position Number

Job Category
University Staff

Job Type

FLSA Status

Chicago-Water Tower Campus

Department Name

Location Code

Is this split and/or fully grant funded?

Duties and Responsibilities
General office support
  • Greet and assist students and visitors to the OAA, answer phone, take messages, respond in person and over the phone
  • Maintain the office’s physical space as an organized and welcoming environment
  • Oversee the management of office supplies including purchasing, organization, inventory, issuance, and storage of supplies
  • Maintain updated calendar of OAA meetings and events; assist with internal and external room reservations organize Associate Dean’s calendar; schedule meetings between faculty, staff, and/or students
  • Monitor the OAA budget and handle fiscal matters of the department including tracking and submitting documentation for expense reimbursement and pro-card charges
  • Supervise student worker
Administrative support
  • Manage all details for the College’s graduation, for academic society convocation (PTK), and for all events associated with the OAA
  • Assist with all aspects of programs and events including reserving space, issuing invitations, booking travel, arranging catering, and communicating set-up
  • Use T4 to manage updates to Academic Affairs web content on
  • Coordinate paperwork for adjunct, one-year, and full time faculty hires
  • Coordinate faculty searches including travel, accommodations, and interviews; complete faculty hiring paperwork
  • Edit and disseminate documents related to college policies and processes, including faculty handbook, student academic handbook, adjunct handbook as directed, academic standings notifications
  • Assist in academic processes including, course registration, advisor assignments, graduation audits, hardship appeals, and attendance tracking
  • Maintain file of current course syllabi by semester
Faculty support
  • Serve as the first point of contact for all faculty inquiries and requests
  • Assist new hires with desk/phone set-up, desk/door plates, tech requests
  • Assist faculty in administrative tasks associated with their committee work and co-curricular programming
  • Proctor make-up exams as needed
  • Communicate class cancellations
Student Employment Support
  • Provide orientation and training for student workers across Arrupe College in the Office of Academic Affairs, Office of Student Success, and Admissions.
  • Provide general supervision by monitoring progress, coordinate schedules and work hours for all student workers.
  • Co-chair the Arrupe Student Worker Committee, a cross-department faculty and staff committee focusing on the hiring, paying and training of student workers
  • Create/modify ePAF for student hires, terminations, position or budget changes (Office of Academic Affairs and Office of Admissions)
  • Track onboarding of new students, update status of current or terminating students, create the ePAF forms
  • Liaison with HR and payroll as needed to process student paperwork (new hire paperwork, ePAF, KRONOS, manual time cards)
  • Instruct students on entering KRONOS hours, transfer position hours, how to complete manual time cards when KRONOS is not yet activated.
  • Provide faculty and staff supervisors with print-out of KRONOS hours near end of each pay period for comparison with their written sign-in/out sheets to verify KRONOS hours entered are accurate before manager approval

Fulfills others Duties as assigned

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.

  • Preferred Education/Experience: High school diploma or GED equivalent and three years of relevant experience; or Associates degree and 1 year of experience or Bachelor’s degree.
  • Strong organizational and project management skills; ability to manage multiple projects simultaneously; keen attention to detail and accuracy.
  • Demonstrated experience providing support for multiple individuals.
  • Demonstrated experience with Microsoft Software including word processing, spreadsheet, database, and presentation software.
  • Strong oral, written and interpersonal skills to communicate and interact effectively with all students, faculty, staff, university partners, etc.
  • Minimum of 2 years’ experience in providing management level support (experience in higher education environment preferred).



Computer Skills

Proficiency with MS Office Suite, Internet and email applications.

Supervisory Responsibilities

Required operation of university owned vehicles

Does this position require direct animal or patient contact?

Physical Demands
Repetitive Motions

Working Conditions

Open Date

Close Date

Special Instructions to Applicants

Quick Link for Posting

Job Location Information:
City: Chicago
State: Il
Country: Us
Location: Chicago, Il 60660

Date Posted: 2021-06-10
Job Listing No# : 52647

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