Program Assistant, ALANA Services and Student Engagement

Loyola University, United States

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

Posting Details


Position Title Program Assistant, ALANA Services and Student Engagement
Job Category Staff
Office/Department ALANA Services
Location Evergreen Main Campus
Staff Job Type Full-time
If Temporary or Visiting, Estimated End Date:
Position Summary and Duties
The Program Assistant will manage the overall front-line administrative functions of ALANA Services and provide secondary administrative support to the Office of Student Engagement. 
ALANA (African, Latinx, Asian and Native American) Services is committed to providing support, services, and programs that encourage the success of students of color at Loyola University Maryland. Through intentional programming and a broad spectrum of services, we seek to foster the academic, personal, spiritual, and leadership development of ALANA students.
Program Assistant Job Duties Include:
Provide confidential administrative support. Answer phone calls and direct calls to the appropriate party; handle routine inquiries. Draft routine correspondence, take and/or transcribe minutes, create spreadsheets, presentations, documents and files. Organize and maintain electronic and other files and records.  Proofread documents for accuracy. Sort and distribute incoming mail and correspondence. Collect and prepare information for use in discussions and meetings, etc. Maintain all office equipment, including ordering equipment and supplies, scheduling repair and maintenance and troubleshooting of equipment.  Resolve or appropriately refers questions, requests, complaints, and problems. Prepare invoices and ensure timely payment. Process budget adjustments and monitor budgets.  Prepare and format reports, perform data entry and track data on a regular and as needed basis.
Handle complex schedules and calendars for ALANA Services and Student Engagement; communicate information regarding cancellations or changes. Coordinate events, meetings and conferences; manage program registrations and communications; coordinate room reservations, refreshments, set-up, equipment, and provide logistical support.  Communicate with administrators, faculty, students, and families. Make appointments and travel arrangements when necessary.
Responsible to perform routine and ad hoc project work and program specific activities, meeting deadlines as assigned.  Provide progress reports and alert supervisor to barriers and significant problems. Maintain office website. Select, train, and supervise student employees. Assists with special projects, as assigned.  
Performs all other duties and responsibilities as assigned or directed by the supervisor. This may include attendance of and participation in required training for role.
For information about ALANA services please visit: https://www.loyola.edu/department/alana
Required Qualifications
Knowledge of office practices, procedures, systems, and equipment. Ability to answer multiple phone lines while maintaining poise and providing first-rate customer service. Proficiency in Microsoft Office products (i.e. Word, Excel, PowerPoint, Outlook, etc.) and data systems. Excellent written and oral communication skills, efficient work habits, strong organizational skills, and strong attention to detail. Strong multi-tasking and follow-up skills with ability to manage and meet multiple deadlines. Ability to produce accurate work and prioritize effectively. Ability to prepare and maintain budgets and generate Excel and other reports. Ability to maintain confidentiality and use discretion. Demonstrated experience organizing, planning, and coordinating events. Ability to maintain poise, tact, and courtesy while under pressure. Ability to establish and maintain effective working relationships with different constituents including students, faculty, staff, administrators, and families. Ability to function independently. Ability to work with a diverse student population and be supportive of inclusive programming. Ability to support the University’s goals for institutional diversity, as well as the goals and values of a Catholic, Jesuit education.
High School diploma or equivalent.  1-3 years of progressively responsible related experience in a professional office environment or an equivalent combination of formal education/training and experience. 
Preferred Qualifications
College degree preferred.  3-5 years of progressively responsible related experience in a professional office environment or an equivalent combination of formal education/training and experience. 
Job Posting Date 06/30/2021
Priority Application Deadline Date 07/14/2021
Job Close Date 07/30/2021
Anticipated Start Date 08/09/2021
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/5509

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