ADMINISTRATIVE ASSISTANT

Position Details

Position Details

Job Title

ADMINISTRATIVE ASSISTANT

Position Number

8100750

Job Category

University Staff

Job Type

Full-Time

FLSA Status

Non-Exempt

Campus

Rogers Park-Lake Shore Campus

Department Name

ENGLISH

Location Code

ENGLISH (02103A)

Is this split and / or fully grant funded?

Duties and Responsibilities

Duties and Responsibilities

This position provides administrative support to two units : the English Department (60%), and the Global Studies Program (40%)

For the English Department :

• Assists Graduate Program Director ( GPD ) with maintaining records, scanning and copying documents, assigning student substitutes to cover classes, corresponding with individuals inside and outside the University
• Assists in graduate student recruitment, admissions, registration, and testing, and enrolls graduate students into classes requiring permission
• Supports faculty members of the Graduate Program Committee in use of relevant systems
• Manages the calendar of the GPD as well as scheduling student advising appointments; manages expenses and reimbursements for the Graduate Program
• Assigns graduate student substitute to cover classes
• Welcomes visitors, screens telephone calls, distributes incoming mail, and answers various questions from students and faculty
• Makes arrangements for events and meetings; reserves campus space for faculty; maintains schedule for Department Library
• Maintains and updates Department website
• Produces and distributes the Department's monthly newsletter and contributes to its social media efforts
• Works directly with the GPD and the Graduate Students to make sure they have the resources they need
• Functions as Department data steward, managing computer scans and securing sensitive data
• Supports endowed chairs by coordinating special events, making travel arrangements, purchasing equipment, etc.

For the Global Studies Program :

• Manages the major / minor listserv; duties include editing, proofreading, and circulating emails to Global Studies students and faculty on a regular basis (sometimes several times a week);
• Manages administrative tasks such as completing room reservations, scheduling classes, maintaining records, scanning and copying documents, processing payments, placing catering orders, purchasing office supplies, performing milestone checks for graduating students, and similar administrative tasks as required by the program director;
• Manages the Program's website;
• Provides student record information to the director as needed for graduation verification, membership in the Global Studies honor society ( SIR ), and graduation honors;

manages the induction process for SIR , including collecting and sending payments, printing and organizing, certificates, and preparation of induction kits for honors and SIR

Includes representing the Global Studies Program at some open houses and campus events

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

N.A.

Certificates / Credentials / Licenses

None

Computer Skills

Intermediate MS Word processing, MS Excel, Google office apps. Adept use of internet, email, social media, and other online systems.

Ability to maintain departmental websites in English and Global Studies.

Supervisory Responsibilities

Required operation of university owned vehicles

Does this position require direct animal or patient contact?

Physical Demands

Repetitive Motions

Working Conditions

Irregular Hours, None

Open Date

09 / 13 / 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 / 29159