Program Assistant, Undergraduate Admission

Loyola University, United States

Updated: 28 days ago
Location: Chicago, ILLINOIS
Job Type: FullTime
Deadline: ;

Posting Details
Posting Details


Position Title Program Assistant, Undergraduate Admission
Job Category Staff
Office/Department Dean of Undergraduate Studies
Work Environment Onsite
Location Evergreen Main Campus
Staff Job Type Full-time
If Temporary or Visiting, Estimated End Date:
Position Summary and Duties
Provides confidential administrative support to the Office of Undergraduate Studies and Messina, Loyola’s living learning program for all first-year students. Answers phone calls and directs to appropriate parties. Handles inquiries from faculty, students, and parents. Drafts correspondence, and creates and maintains spreadsheets, documents, and files. Develops workflows for continuing projects. Assists with data analyses. Maintains office website and bulletin board.
 
Duties Include: 
1. 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.
2. 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.
3. 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.  
 
Required Qualifications
Associates degree and 3-5 years of related experience in a professional office environment or an equivalent combination of formal education/training and experience.
 
 
Preferred Qualifications
•Knowledge of office practices, procedures, systems, and equipment. 
•Advanced word processing skills, including proficiency with Microsoft Office Suite such as Access, Excel, and Word. 
•Excellent written and oral communication ability, efficient work habits, strong organizational skills, and superior attention to detail. 
•Ability to prepare and maintain budgets. 
•Ability to handle multiple tasks, priorities and deadlines. 
•Ability to maintain confidentiality and use discretion. 
•Ability to proofread. 
•Strong interpersonal and customer service skills. 
•Polished, professional phone manner. 
•High personal standards of quality, accuracy, and productivity. 
•Patience and flexibility. 
•Ability to handle multiple tasks, priorities, and deadlines. 
•Detail oriented and extremely organized. 
•Unquestioned integrity and discretion. 
Job Posting Date 03/28/2004
Priority Application Deadline Date 04/11/2024
Job Close Date
Anticipated Start Date 04/30/2024
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. Note: In some cases, experience and/or education may be substituted for requirements.
Quicklink for Posting https://careers.loyola.edu/postings/7206

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