Administrative Assistant (10 months)

Loyola University, United States

Updated: over 2 years ago
Location: Chicago, ILLINOIS
Job Type: FullTime
Deadline: ;

Posting Details


Position Title Administrative Assistant (10 months)
Job Category Staff
Office/Department Engineering
Location Evergreen Main Campus
Staff Job Type Full-time
If Temporary or Visiting, Estimated End Date:
Position Summary and Duties
The Administrative Assistant will support the Computer Science Department, Engineering Department, CPaMS Scholars Program, and Pre-Health Program. The successful candidate will also assist throughout the year on projects for the Natural and Applied Sciences division. 
Administrative Tasks 
  • Receive and screen telephone calls to the mainline for the department.  
  • Receive and direct visitors to the appropriate section of the department, handling inquiries independently as appropriate. 
  • Prepare and send correspondence, reports, and other documents as requested.  
  • Schedule appointments, meetings, student events, and working committees.  
  • Take notes and meeting minutes, prepare agendas, and proofread documents as requested.  
  • Perform data entry and track data about department and program outcomes. 
  • Maintain electronic and paper files for the Department, including contact lists for alumni and board members. 
  • Manage complex scheduling and calendars. 
  • Communicate department information to students and faculty. 
  • Maintain office equipment/supplies, and make facilities and equipment requests (repairs, etc.) as needed.  
  • Coordinate office moves and logistical changes with Events Services, office supply vendors, and Facilities Maintenance.   
  • Independently perform required administrative follow-up and recordkeeping.  
  • Maintain department and program websites and social media accounts. 
  • Provide additional administrative support to the supported departments and programs as required. 


Student Employment Tasks 
  • Recruit, interview, hire, and manage student employees.  
  • Supervise student employees, coordinate and schedule work assignments, delegate work, and evaluate performance. 

Budget Tasks 
  • Assist in preparing and administering the departmental budgets.  
  • Monitor budget expenditures in Ellucian and provide reports for the Department Chair.  
  • Forecast budget as needed.  
  • Manage department purchases and assist in faculty reimbursements for department/program expenditures. 

Performs all other duties and responsibilities as assigned or directed by the supervisor. 
This is a full-time 10-month position and is benefit eligible. The position is typically scheduled off during the summer from approximately June 15 to August 15. 
Required Qualifications
The following qualifications are required: 
  • Associates degree and 1-3 years of related experience in a professional office environment or an equivalent combination of formal education/training and experience. 
  • Proficiency with Microsoft Office products, in particular Word, Excel, and Teams 
  • Excellent written and oral communication ability, basic arithmetic ability, efficient work habits, strong organizational skills, and superior attention to detail. 
  • Skills and experience in organizing, planning, and coordinating events. 
  • Ability to work with a diverse student population and be supportive of inclusive programming. 
  • Ability to function independently and confidentially while also acting as a member of a team. 
  • Ability to establish and maintain effective working relationships. 
  • Excellent interpersonal skills and the ability to maintain poise, tact, and courtesy while under pressure. 
Preferred Qualifications
 Preferred Qualifications include: 
  • Bachelor’s degree. 
  • Over 3 years of related experience in a professional office environment 
  • Skill and experience in organizing, planning, and coordinating events within multiple disciplines within the Department. 
  • Experience working in a university setting. 
  • Some experience with professional usage of social media. 
Job Posting Date 07/26/2021
Priority Application Deadline Date 08/09/2021
Job Close Date
Anticipated Start Date 08/30/2021
University Description
Loyola University Maryland is a Jesuit, Catholic university committed to the educational and spiritual traditions of the Society of Jesus and to the ideals of liberal education and the development of the whole person. Accordingly, Loyola inspires students to learn, lead, and serve in a diverse and changing world. Loyola’s beautiful, historic Evergreen campus is located in Baltimore, and its graduate centers are in Timonium and Columbia. Loyola enrolls 4,000 undergraduate and 2,000 graduate students across the Sellinger School of Business and Management, the School of Education, and Loyola College of Arts and Sciences. Founded in 1852, Loyola is one of 27 Jesuit colleges and universities in the United States and the first to bear the name of Saint Ignatius Loyola, founder of the Society of Jesus.
Diversity Statement
Loyola University Maryland strongly values the benefits that diversity brings to the workplace. In accord with its Ignatian values, the University is committed to creating and promoting a community that recognizes the inherent value and dignity of each person. Loyola University Maryland does not discriminate on the basis of race, sex, color, national or ethnic origin, age, religion, disability, marital status, sexual orientation, gender identity, genetic information, military status, or any other legally protected classification. The University recruits, hires, and promotes in accord with this policy and its Core Values.
Special Instructions to Applicants
Successful candidates for any staff, faculty, or administrative position at Loyola University Maryland will be subject to a pre-employment background check.
Quicklink for Posting https://careers.loyola.edu/postings/5562

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