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Position Details

Position Details

Job Title ADMINISTRATIVE ASSISTANT

Position Number 8101653

Job Category University Staff

Job Type Full-Time

FLSA Status Non-Exempt

Campus Rogers Park-Lake Shore Campus

Department Name THEOLOGY

Location Code THEOLOGY (02111A)

Is this split and/or fully grant funded? No

Duties and Responsibilities

Assistance to Chair of Department:

• General assistance and support to chair: appointments, document preparation, emails and phone calls, reminders, and general assistance in meeting deadlines

• Software assistance and running of reports (BiTeam and LOCUS ), assistance in report writing.

• Assist chair in coordinating class visitations of faculty

• Support chairperson in the gathering of faculty materials for tenure, promotion, and mid-probationary reviews as well as applications for college and university programs.

Communications:

• Maintenance of department calendar (including in Outlook)

• Notifications of calendar events, meetings, book orders, email distribution lists for faculty and graduate students

• Liaison with CAS Dean’s Office, Facilities, and H.R.

• Department and University events, notices and announcements

• Maintain instructor and graduate student contact information.

• Assist in conveying university policy to 50 plus faculty, staff and student workers

• Occasionally assist other departments’ support staff

Department & University Technologies:

• Manage Theology Department email account, phone line, and database

• Assist faculty with computer and facility related issues

• Collect, update, manage, distribute, and archive files in Sakai and shared drive

• Manage course syllabi and descriptions, agendas and minutes of all department and committee meetings

• Maintain copier and office equipment and oversee the use thereof

Event Planning:

• Department meetings and colloquiums, end and beginning of academic year festivities

• Make room reservations for faculty and graduate students

General Office Coordination:

• Establish responsibilities of student workers

• Replenish kitchen and general office supplies; ensure the good order, cleanliness and general appearance of the department suite; troubleshoot issues as needed

Hiring Faculty and Student Workers:

• Oversee hiring, recruitment, and training of student workers

• Assemble new part-time faculty New Hire paperwork (distribution and approvals)

• Provide orientation to new part-time faculty/student workers

• Propose, plan and coordinate office space coordination with department chair

• Primary contact for all visitors to the department suite, ensuring they are welcomed and attended to upon entrance

• Represents department as the primary telephone/in-person contact; answer general questions about the department; performs other administrative tasks for chairperson and faculty as needed.

General Responsibilities

• Address enrollment- and registration-related issues and inquiries from faculty and students

• Support the Assistant Chair with class schedules, manage course descriptions for posting, address changes and cancellations

• Assist the Graduate Program Director in scheduling and facilitating comprehensive examinations and defenses, enrolling graduate students, maintaining tracking sheets, tracking alumni and managing their contact information, and supporting the Graduate Student Caucus

• Offer proactive assistance to faculty and department administrators as required, field policy and procedural questions

• Proctor exams for students taking them outside regular class times

• Performs other duties as assigned.

Minimum Education and/or Work Experience

High school diploma or equivalent and one to three years of relevant experience; some positions may require additional experience.

Qualifications

• Strong organizational skills and effective verbal and written communication skills are required.

• Must be self-motivated with the ability to multi-task and work individually as well as in a team environment

• Strong computer skills

• Discreet in handling of confidential documents

-Ideal for someone who is welcoming and enjoys meeting a variety of people, who thrives in a collaborative environment, is committed to supporting academic excellence, and who will take pride in supporting the mission of the Department of Theology within Loyola University Chicago.

Certificates/Credentials/Licenses

Bachelor’s degree preferred.

Computer Skills

• Advanced knowledge of MS Office.

• Adept user of Internet, e-mail and other office automation systems.

• Knowledge of People Administration software and academic platforms is a plus.

• Basic knowledge and experience of website maintenance is a plus.

  Supervisory Responsibilities Yes

  Required operation of university owned vehicles No

  Does this position require direct animal or patient contact?

  Physical Demands None

  Working Conditions None

  Open Date 10/17/2024

  Close Date

  Special Instructions to Applicants

  Diversity and Inclusion Statement Diversity, Equity, and Inclusion

  As one of the nation’s largest Jesuit, Catholic universities, Loyola University Chicago fosters a transformative cultural experience that honors diversity, equity, and inclusion (https://www.luc.edu/diversityandinclusion/) . We are committed to not only recruiting, but also retaining a diverse, mission driven workforce and enabling a culture of inclusiveness in an environment that values service excellence, stewardship, personal well-being, and professional development for all of our employees. Loyola University Chicago supports its staff and faculty with a wide array of affordable, comprehensive and competitive benefits (https://cld.bz/c/sy7N6a?utm_medium=email&utm_source=transactional&utm_campaign=CldBz-Share-Collection) centered on health and wellness, financial security, equity, and work-life balance. We actively seek those who wish to join our faculty, staff, and students in a community of diverse opinions, perspectives, and backgrounds supporting our Jesuit mission and striving toward the same goal of being persons for and with others.

  Quick Link for Posting https://www.careers.luc.edu/postings/29479