ADMINISTRATIVE ASSISTANT

Position Details

Position Details

Job Title

ADMINISTRATIVE ASSISTANT

Position Number

8300042

Job Category

University Staff

Job Type

Part-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?

Duties and Responsibilities

This position is a 20 / hours / week position.

The Administrative Assistant provides day to day oversight of administrative and operational functions of the MAMS program in Biology as directed by the Graduate Program Director.

Specific Responsibilities :

Administration

• Act as primary point of phone and e-mail contact for all program prospects and applicants. Must have experience with Microsoft Office / Outlook programs.
• Ensures that program / project mission, values, guidelines, policies & procedures are implemented & maintained.
• Manage, design and develop program databases; compiles & analyzes data; prepares reports. Maintain and update databases for the MAMS program, including applicants, matriculates, and alumni.
• Identifies improvement opportunities that will better enable program to achieve its goals and objectives.
• Aid in recruiting students for the program by producing and publishing recruitment brochures and travel to nearby university campuses to represent MAMS at Pre-health fairs and at pre-health departments.
• Direct prospects to Graduate Program Enrollment Management and encourage their application to the MAMS program. Answer prospect's questions about program and help them with their application.
• Initiate the applicant review process by GPA calculations and summary sheets. Assign applicants to members of the MAMS Application Committee for Review.
• Maintain an application workflow spreadsheet in Excel to monitor progress of applicant reviews and ensure their timely review.
• Maintain communication on behalf of students with the LUC Office of Pre-Health Professions, or the American Association of Medical Colleges Application Service as requested.
• Schedule appointments for the MAMS GPD and MAMS Advisor using e-mail and calendaring software.
• Promote communication with MAMS alumni both while they are applying to medical schools and beyond. Document student acceptances and rejections to medical school programs.
• Maintain student records to assure the confidentiality of all student personal information
• Updates and maintains the program website, program newsletter, and graduate handbook.

Financial

• Responsible for processing purchases, purchase requisitions, travel & entertainment (T&E) transactions.
• Maintains program supplies and marketing material.
• Troubleshoots problems; performs vendor / account research as needed; obtains additional information or provides instruction & guidance by phone, US- or e- mail from customers / vendors;.

Communication, Outreach & Recruitment

• Collaborates with University Marketing and Graduate Program Director on aspects related to program advertising, to develop and coordinate consistent marketing and brand messages.
• Incorporates social media and networking into program marketing as appropriate.
• Creates and nurtures relationships with outside organizations involved in medical education.

Evaluation

• Analyzes evaluation data from instructors, students, participants, etc. to assist in program / project development and updates.
• Collects and collates student evaluations from professional development seminars.

Events

• Plans and supervises MAMS Orientation in August, the program's major annual event.
• Coordinates outside class programming (educational, student, alumni, workshops, meetings, etc. including outside speakers, agendas, etc.) for MAMS .
• Develop plans and arrange meetings, workshops, events, etc. for weekly student programs. Ensures that event details including communication, venues, presenters, travel arrangements, materials, refreshments and technology are arranged and completed in an appropriate and timely manner.

Human Resources

• Coordinates the hiring of work-study students and training by selecting, developing, coaching, recognizing, managing information & optimizing talent.
• Supervises work-study student schedules to keep MAMS office staffed for peak service hours.

Performs other duties as assigned by Graduate Program Director.

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

Successful 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.

1 year program / project administration or other relevant experience.

Strong listening, oral and written communication skills.

Experience providing customer support to individuals with high expectations.

Excellent attention to detail.

Strong organizational and time management skills.

Ability to take initiative.

Professional demeanor including tact and discretion.

Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.

Certificates / Credentials / Licenses

Successful 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.

1 year program / project administration or other relevant experience..

Computer Skills

Microsoft software : Word, Excel, PowerPoint, Outlook; internet. Social Media : Facebook and X. T4, Slate and Peoplesoft systems.

Exceptional organizational, interpersonal, visual, and communication (verbal, writing, editing) skills.

Supervisory Responsibilities

Required operation of university owned vehicles

Does this position require direct animal or patient contact?

Physical Demands

None

Working Conditions

Irregular Hours

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 .

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 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 / 29485