Program Assistant

Loyola University, United States

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

Posting Details
Position Title Program Assistant
Job Category Staff
Office/Department Communication
Location Evergreen Main Campus
Staff Job Type Full-time
If Temporary or Visiting, Estimated End Date:
Position Summary and Duties
THE DEPARTMENT OF COMMUNICATION AT LOYOLA UNIVERSITY MARYLAND seeks a dynamic, collegial, and highly motivated Program Assistant to join our department staff starting at or around October/November 2021. The Program Assistant will provide administrative support to the department and its undergraduate and masters programs as well as its student clubs and media outlets: Apprentice House Publishing, the Greyhound student newspaper, Yearbook, Greycomm TV and WLOY. This is a full-time 12-month position and is benefits eligible. Responsibilities include but are not limited to a range of administrative support functions, including:
 
 General Administrative Support
Provide an efficient and functional professional office environment for students, staff, and faculty. Prepare and send correspondence, reports and other documents as requested by the Department Chair. Work with shipping, orders, and other administrative tasks for Apprentice House Publishing. Take notes, prepare agendas, copy, and distribute agendas, minutes and handouts for committee and other departmental meetings, as needed. Maintain electronic and paper files for the Department. Make facilities and equipment requests (repairs, etc.), as needed and coordinate office moves and logistical changes with Events Services, office supply vendors and Facilities Maintenance. Manage office supply inventory. Coordinate new faculty and administrator set-up of computer, email and network access, distribution lists, and telephone equipment. Provide additional administrative support to the Department, as required. Work with incoming and current students as they enter and engage with the department. 
 Program Support
Support faculty across the undergraduate and Emerging Media master’s program. Collect and organize all course syllabi. Schedule rooms for meetings and events. Assist with developing marketing and recruitment materials for events and admissions purposes. Maintain department website and social media accounts. Serves as co-advisor for Lambda Pi Eta Communication Honor Society. Event planning for annual department events, as well as faculty-led events though the year.
Budget Administration
Assist with managing and administering departmental budget. Monitor budget expenditures in Ellucian and provide reports to the Department Chair. Forecast budget as needed. Prepare requisitions for professional organization memberships and subscriptions. Coordinate timely payment of department invoices for services and supplies/equipment through the Accounts Payable office. Manage vendor contracts as needed. Prepare faculty reimbursements for approved expenses and procurement card purchases as well as travel expenses and trips. Work with the LCAS (Loyola College of Arts and Sciences) Budget Analyst to ensure faculty stipends are paid correctly and in a timely manner.
 
 
Student Employment
Recruit, interview, hire, and train student employees. Supervise student employees, coordinate, and schedule work assignments, delegate work, and evaluate performance.
Performs all other duties and responsibilities as assigned or directed by the Department Chair or supervisor. This may include attendance of and participation in required training for role.
 
 
Required Qualifications
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 (particularly Excel and Word), some Adobe Suite experience, and social media.
·       Proficiency with budgeting skills and organization.
·       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.
·       Strong multi-tasking and follow-up skills with ability to manage and meet multiple deadlines.
·       Ability to function independently and confidentially while also acting as a member of a team while establishing and maintaining effective and positive working relationships. 
·       Excellent customer service skills and the ability to maintain poise, tact, and courtesy while under pressure. 
·       Commitment to creating an inclusive, collaborative, and collegial working environment.
Preferred Qualifications
·       Bachelor’s degree.
·       Strong desire to support the department’s mission of providing best-in-class training to its students.
Job Posting Date 09/15/2021
Priority Application Deadline Date 10/08/2021
Job Close Date
Anticipated Start Date 11/01/2021
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.
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/5661

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