ADMINISTRATIVE ASSISTANT Thank you for your interest in Loyola University Chicago. To view open positions, please enter your search criteria below. You may view all open positions by not specifying any search criteria and selecting the "Search" button. Bookmark this Posting Print Preview | Apply for this Job Position Details Position Details Job Title ADMINISTRATIVE ASSISTANT Position Number 8100630 Job Category University Staff Job Type Full-Time FLSA Status Non-Exempt Campus Rogers Park-Lake Shore Campus Department Name MODERN LANGUAGES Location Code MODERN LANGUAGES (02107A) Is this split and/or fully grant funded? No Duties and Responsibilities + Tracks and monitors department budget. + Oversees use of photocopying machine + Creates and edits term class schedules. + Performs student record tracking on LOCUS . + Distributes, collects, calculates, summarizes student evaluations of faculty performance in each class, each semester. + Coordinates faculty and other reimbursement requests + Disseminates administrative information to faculty. + Orders office supplies. + Collect and files syllabi for classes. + Engages in general office filing as needed. + Records and prepares faculty meeting minutes. + Helps chairperson coordinate annual faculty reviews. + Types memos, letters, mailings at chairperson request. + Represents department as the primary telephone/in-person contact; answer general questions about the department; performs other administrative tasks for chairperson as needed. + Supports chairperson in the gathering of faculty materials for tenure, promotion, and mid-probationary reviews as well as applications for college and university programs. + Assists faculty with typing, photocopying, etc. + Coordinates and facilitates faculty textbook orders. + Maintains instructor contact information. + Assists faculty with computer and facility related issues. + Maintains bank of university related information and distributes such information to faculty, as needed. + Prepares marketing materials for department events and activities. + 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 + A minimum of a Bachelor’s of Arts degree and 4 to 5 years of work experience in a similar setting. + Must possess strong, demonstrated interpersonal, intercultural and customer service skills. + Must possess superb verbal and written communication skills + Ability to meet deadlines. + Must have a strong work ethic. + Ability to multi-task in a fast paced environment. + Must have accomplished budget management skills. + Good leadership and organizational skills. + Foreign language skills and some experience supervising office staff preferred. Certificates/Credentials/Licenses Computer Skills + Advanced MS Word processing, MS Excel or Spreadsheets, MS PowerPoint, MS Publisher and MS Access or Database Software. + Adept user of Internet, e-mail and other office automation systems. + Knowledge of People Admin software and academic platforms a plus. Supervisory Responsibilities No Required operation of university owned vehicles No Does this position require direct animal or patient contact? Physical Demands Working Conditions Open Date 02/10/2025 Close Date Position Maximum Salary or Hourly Rate Position Minimum Salary or Hourly Rate Special Instructions to Applicants About Loyola University Chicago Loyola University Chicago is a private Jesuit University founded in 1870 by the Society of Jesus. One of the largest Catholic Universities in the United States, Loyola’s professional schools include programs in medicine, nursing, and health sciences anchored by the Loyola University Medical Center, and the Loyola University Chicago School of Law. Comprised of thirteen colleges and schools, Loyola University Chicago offers more than 80 undergraduate and 140 graduate/professional programs while enrolling approximately 17,000 students. In addition to offering a world class educational experience, Loyola University Chicago strives to be an employer of choice by offering its staff and faculty a wide array of affordable, comprehensive, and competitive benefits. Our benefits are centered on health and wellness, financial security, equity, and work-life balance. We offer medical, dental, vision, 403(b), HSA , FSAs, tuition benefit, pre-tax transit benefits, EAP , and more. To view our benefits in detail, click here (https://www.luc.edu/hr/facultystaffbenefits/) . 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 recruiting and retaining a diverse, mission driven workforce that enables a culture of inclusivity. We act with the heart of a nonprofit organization and an academic enterprise with ethical practices that advance the Jesuit Mission. Loyola actively seeks to build a community of diverse opinions, perspectives, and backgrounds that support our Jesuit tradition, while helping Ramblers foster a sense of belonging and affinity for all. Loyola University Chicago is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion (except where religion is a bona fide occupational qualification for the job), national origin, sex, age, disability, marital status, sexual orientation, gender identity, protected veteran status or any other factor protected by law. Quick Link for Posting https://www.careers.luc.edu/postings/31060