Program Assistant, Alumni Engagement

Loyola University, United States

Updated: over 1 year ago
Location: Chicago, ILLINOIS
Job Type: FullTime
Deadline: ;

Posting Details
Posting Details


Position Title Program Assistant, Alumni Engagement
Job Category Staff
Office/Department Alumni Engagement
Work Environment
Location Evergreen Main Campus
Staff Job Type Full-time
If Temporary or Visiting, Estimated End Date:
Position Summary and Duties
Provides administrative support to the office of Alumni Engagement. Duties include providing a diverse range of administrative support while balancing multiple priorities in support of the department and University goals.
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 one or more department members; 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. 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. May 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.
Required Qualifications
Associate’s or vocational/technical school degree
1-3 years work related experience required to effectively perform the position’s responsibilities
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 support the University’s goals for institutional diversity, as well as the goals and values of a Catholic, Jesuit education.
Preferred Qualifications
Bachelor’s degree
Job Posting Date 05/17/2022
Priority Application Deadline Date 06/03/2022
Job Close Date
Anticipated Start Date
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. Loyola University Maryland requires that all faculty, staff, and administrators receive COVID-19 vaccination unless exempted for medical or religious reasons in accordance with University policy.
Quicklink for Posting https://careers.loyola.edu/postings/6110

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