Job title: ADMINISTRATIVE ASSISTANT
Company: Loyola University Chicago
Job description: Position DetailsJob Title ADMINISTRATIVE ASSISTANT
Position Number 8102062
Job Category University Staff
Job Type Full-Time
FLSA Status Non-Exempt
Campus Rogers Park-Lake Shore Campus
Department Name BIOLOGY
Location Code BIOLOGY (02112A)
Is this split and/or fully grant funded? No
Duties and ResponsibilitiesThe Administrative Assistant works with the Department Chair and the Office Manager to support all aspects of the educational mission of the Department of Biology. The primary role of the Administrative Assistant is to provide direct support to undergraduate Biology majors and graduate students in the Biology MS program. The Administrative Assistant fields inquiries from these undergraduate and graduate students, works to provide solutions, and directs students to faculty and other resources as needed. The Administrative Assistant supports the course registration process for undergraduate Biology majors and graduate students in the Biology MS program and for select non-credit and summer programs. The Administrative Assistant also assists the MS Graduate Program Director with management of applications, admission, and registration for students in the MS program. Attention to detail, strong organizational skills, superior communication and listening skills, and the ability to work as part of a team are important to be successful in this position. In all tasks the Administrative Assistant works to ensure that departmental mission, values, guidelines, policies and procedures are implemented and maintained.Specific Responsibilities of the Administrative Assistant include:Enrollment Management Operations
- Manage student requests to be enrolled in courses
- Regularly assist academic deans and college advisors with registration process issues
- Distribute and advise students on the completion of department registration forms
- Maintain and archive important documents such as registration permission forms
- Disseminate course requirements to students as needed when registering
- Maintain relationships with the undergraduate advising office
- Connect students seeking research opportunities with faculty members with whom their research interests aligned through the undergraduate research application web page
Data Management and Analysis
- Maintain databases of department majors and minors
- Distribute information to department majors and minors as needed
- Run reports on enrollment numbers as needed to forecast need for courses and sections in upcoming semesters
- Review lists of graduating students to determine eligibility for department awards
- Provide faculty with student transcripts as needed for advising purposes
- Initiate student course evaluation process through LOCUS
Coordinating with the MS Graduate Program Director
- Support the processes of application, admission, and registration for the MS program
- Track plan of study, completion of degree requirements, committee meetings, thesis defenses
Provide student status updates to MS Graduate Program Director
General Administrative Responsibilities
- Assist the Office Manager, Department Chair, and Principal Investigators in preparing check requisitions, purchase orders, travel reimbursements, and running financial reports, as needed
- Coordinate undergraduate events which may include scheduling rooms and guest speakers and arranging for routine materials, technology and refreshments
- Manage scheduling of the department conference room (LSB 316)
- Provide general back-up support to the department staff team as needed, including
- Greet and assist visitors and guests
- Receive packages and direct delivery personnel to appropriate person or department
- Support Biology office operations team with any special projects or tasks when required
- Serve as back-up for Lab Coordinator and Office Assistant
Minimum Education and/or Work ExperienceHigh school diploma or equivalent and one to three years of relevant experience; some positions may require additional experience.
Qualifications– Excellent verbal and written communication skills and excellent customer service skills with a friendly and patient demeanor.
– Superior attention to detail and organization skills with an ability to manage several projects and tasks simultaneously.
– Ability to handle high level of customer contact for extended periods of time.
Certificates/Credentials/LicensesSuccessful completion of a full 4-year course of study in an accredited college or university leading to a bachelor’s or higher degree; OR appropriate combination of education and experience.
- Minimum 1 year work experience in a university admission or office setting
Computer Skills– Advanced MS Word processing, MS Excel, MS PowerPoint and MS Access.
– Adept user of Internet, e-mail and other office automation systems. Additional skills in content management of websites preferred
Supervisory Responsibilities No
Required operation of university owned vehicles No
Does this position require direct animal or patient contact? No
Physical Demands Lifting
Working Conditions None
Open Date 10/31/2024
Close Date
Special Instructions to Applicants
Diversity and Inclusion Statement Diversity, Equity, and InclusionAs one of the nation’s largest Jesuit, Catholic universities, Loyola University Chicago fosters a transformative cultural experience that honors . 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 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
Expected salary:
Location: Chicago, IL
Job date: Sat, 02 Nov 2024 01:29:49 GMT
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