Program Assistant

Updated: 3 months ago
Location: Chicago, ILLINOIS
Job Type: FullTime
Deadline: ;

Posting Details
Position Title Program Assistant
Job Category Staff
Office/Department Writing
Location Evergreen Main Campus
Staff Job Type Full-time
If Temporary or Visiting, Estimated End Date:
Position Summary and Duties
Program Assistant to the Writing Department and the Modern Languages and Literatures Department.
Receive and screen telephone calls to the main line for the departments. Receive and direct visitors to the appropriate section of each department. Prepare and send correspondence, reports and other documents as requested by the Department Chairs. Schedule appointments, meetings and working committees for the Department Chairs and other administrators. Maintain calendars for both Departments. Independently handle procedural and substantive matters and inquiries or refer visitors and callers to others, as appropriate. Take notes, prepare agendas, copy and distribute agendas, minutes and handouts for committee and other meetings, as requested. Maintain electronic and paper files for each Department. Make facilities and equipment requests (repairs, etc.) as needed. Coordinate office moves and logistical changes with Events Services, office supply vendors and Facilities Maintenance. Coordinate new faculty and administrator set-up of computer, email and network access, distribution lists, and telephone equipment. Independently perform required administrative follow-up and recordkeeping. Provide additional administrative support to each Department as required.
Program Support
Support administrators and faculty in both departments. Schedule rooms for meetings and events. Assist with developing marketing and publicity materials for numerous events maintain and update department websites and Social Media accounts.
Student Employment

Recruit, interview, hire and train student employees. Supervise student employees, coordinate and schedule work assignments, delegate work, and evaluate performance, etc.
Assist in preparing and administering both departmental budgets. Monitor budget expenditures in Ellucian and provide reports for the Department Chairs. Forecast budget as needed. Prepare requisitions for professional organization memberships and subscriptions for administrators. Coordinate timely payment of department’s invoices for consulting services and supplies/equipment through the Accounts Payable office.
Performs all other duties and responsibilities as assigned or directed by the supervisor.
Required Qualifications
Associates degree and at least 3-5 years of progressively responsible related experience in a professional office environment or an equivalent combination of formal education/training and experience.
•Proficiency with Microsoft Office, some Adobe Suite experience, and social media.
 •Excellent written and oral communication ability, efficient work habits, strong organizational skills, and a superior attention to detail.
 •Skills and experience in organizing, planning, and coordinating events with multiple areas of the organization.
 •Ability to function independently and confidentially while also acting as a member of a team.
 •Ability to establish and maintain effective working relationships.
 •Excellent customer service skills and the ability to maintain poise, tact and courtesy while under pressure.
 •Work may involve the performance of heavier physical tasks such as walking over rough or uneven surfaces, bending, stooping, working in confined space, and lifting or carrying moderately heavy (20 50 pounds) items.
Preferred Qualifications
Bachelor’s degree.
Skill and experience in organizing, planning, and coordinating events within multiple disciplines within the Department.
Job Posting Date 12/08/2021
Priority Application Deadline Date
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.
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