Program Assistant, Office of International Programs

Loyola University, United States

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

Posting Details
Position Title Program Assistant, Office of International Programs
Job Category Staff
Office/Department International Programs
Location Evergreen Main Campus
Staff Job Type Full-time
If Temporary or Visiting, Estimated End Date:
Position Summary and Duties
 This Program Assistant reports to the Associate Director of the Office of International Programs and supports both the Office of International Student Services (OISS) and the Office of International Programs (OIP). The purpose of this position is to welcome visitors and callers to the office and to provide a diverse range of administrative support while balancing multiple priorities in support of the departments and University goals. 
The Program Assistant will 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, help create spreadsheets, presentations, documents and files.
Welcome walk-ins. Schedule appointments. Update calendars. Monitor general office email account.  Organize and maintain student files. Manage office statistics for OIP (Office of International Programs) and OISS (Office of International Student Services).
Assist with Terra Dotta as needed.  Help process exchange student applications for OISS and manage both OIP and OISS statistics  Office-wide communications with students sending mass emails to SA groups about registration, housing and any other pertinent information.  Generate Open Doors report or other reports as needed.
Assist with development and revision of forms, letters and publications.  Keep track of all registration forms.  Prepare and help organize all registration requests and process (twice a year).  Support OISS with projects as needed. Coordinate registration with Records office. 
Support four program directors. Make photocopies of registration and other documents as needed. Help create marketing materials. Advertise information sessions, upcoming deadlines, study tours/summer programs and other events on Instagram.
Back-up supervisor for work-studies. Coordinate meetings and special events and projects as needed. Help update and maintain office website. Set up registration advising sessions and post them on our calendars and advertise them.  Support the Dean of International Programs as needed 
Required Qualifications
 Associate’s or vocational/technical school degree and at least 3-5 years of related experience. Years of experience may be substituted for education.
 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
Job Posting Date 09/08/2021
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.
Quicklink for Posting https://careers.loyola.edu/postings/5647

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