Executive Admin Asst

Position Details

Position Details

Job Title

EXECUTIVE ADMIN ASSISTANT

Position Number

8150168

Job Category

University Staff

Job Type

Full-Time

FLSA Status

Non-Exempt

Campus

Maywood-Health Sciences Campus

Department Name

STUDENT AFFAIRS

Location Code

STUDENT AFFAIRS SSOM (06412A)

Is this split and / or fully grant funded?

Duties and Responsibilities

• Covers front desk operations for the Office of Student Affairs
• Serves as a critical point for communication with the Associate and Assistant Deans and Assistant Directors
• Greets and directs visitors, answers the phone and takes messages, messages, responds to direct requests for information and forwards messages to appropriate staff
• Responsible for organizing and managing the Associate and the Assistant Deans' calendar
• Performs administrative duties while dealing with highly confidential student material and issues
• Coordinates internal and external meetings and events
• Responsible for a year-round role in the Medical Student Performance Evaluation ( MSPE or Dean's Letter) project. This complex role involves the prepping of thousands of M3 clinical evaluations to drop into the MSPE .
• Works closely with IT staff to complete the annual MSPE project
• Produces documents pertinent to Match Day, Honors Day, and Graduation events
• Drafts / edits reports and correspondence
• Tracks and submits documentation for expenses and Procard charges
• Communicates daily with University administrators, staff, and faculty to assist in answering inquiries
• Edits documents to prepare them for publishing / distribution
• Arranges programs, events, or conferences by reserving spaces and services, issuing information or invitations, coordinating speakers
• Provides extensive administrative support for various projects and programs, including project planning, creating, printing, and distributing materials, coordinating expenses and reimbursements, etc.
• Takes minutes and action items at departmental meetings and conducts follow-up on these activities
• Provides meeting support and functions as secretary to key SSOM committees (i.e., Academic Review and Intervention Committee ( ARIC ), Scholarship and Awards, Longitudinal Outcomes Committee ( LOC ) and Student Promotions Committee ( SPC ))
• Oversees the management of office supplies, including purchasing, organization, inventory, issuance, and storage of supplies
• Provide essential support in implementing, maintaining, and creating student surveys for quality assurance purposes
• Provides general support for numerous Student Affairs events
• Performs other duties and responsibilities as assigned

Minimum Education and / or Work Experience

Bachelor's degree and at least five years of related experience required. Experience in higher education strongly preferred.

Qualifications

Required Qualifications

• Strong understanding of academic policies and procedures
• Experience working with culturally diverse student body and demonstrated experience working with students and faculty
• Highly motivated, flexible, adaptable, and service-oriented with strong collaborative skills for teamwork and consensus building among staff, faculty, and students
• Ability to work in a fast-paced, ever-changing daily environment while remaining goal-oriented
• Excellent oral and written communication skills
• Ability to work independently and cooperatively with others
• Excellent time management skills
• Ability to set priorities and multi-task
• Ability to learn and innovate as the needs of university and higher education evolve
• Strong organizational skills are essential
• Tech-savvy

Preferred Qualifications

• Familiarity with Stritch School of Medicine and Loyola University Chicago policies and procedures
• Medical school student affairs and student life experience

Certificates / Credentials / Licenses

Bachelor's degree required with 5-10 years of related experience in higher education setting

Computer Skills

Proficient in Microsoft Office (Word, Excel, Outlook).

Supervisory Responsibilities

Required operation of university owned vehicles

Does this position require direct animal or patient contact?

Physical Demands

None

Working Conditions

None

Open Date

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 / 29464