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 8101450 Job Category University Staff Job Type Full-Time FLSA Status Non-Exempt Campus Rogers Park-Lake Shore Campus Department Name CHEMISTRY & BIOCHEMISTRY Location Code CHEMISTRY & BIOCHEMISTRY (02113A) Is this split and/or fully grant funded? No Duties and Responsibilities This position involves a 50% commitment with the Chemistry and Biochemistry Graduate Program and 50% commitment with the Forensic Science Program ( FRSC ) Specific tasks for the Chemistry and Biochemistry Graduate Program Academics – Assists the Graduate Program Director with monitoring the progress of M.S. and Ph. D. graduate students. Recruitment – Assists the Graduate Student Recruitment Committee with the recruitment of new applicants to the graduate programs – Help organize the visitation events and keep track of prospective students and applications. Assignments of Teaching Assistants to Laboratory Sections – In consultation with the Department of Chemistry & Biochemistry Chairperson, Budget – Supplies department chair and Graduate Program Director with budget information every month. Updates excel spreadsheet of the finances of laboratory fees. Processes stipends for support of new and continuing graduate students. Follows up with Payroll and H/R with payment/ stipend benefit discrepancies. Manages the Houston Travel Fund account for students planning to attend conferences. Registration – Assists Graduate Students in the Chemistry and Biochemistry Department with registration problems, using the LOCUS system to unblock students when appropriate. Answers general inquiries regarding prerequisites and degree requirements. Specific tasks for the FRSC FRSC Hiring – Assists with managing FRSC faculty contracts and onboarding of new faculty Clerical tasks – Assists faculty of the FRSC as needed. Registration - Assists Undergraduate Students in the Forensic Science Program – with registration problems, using the LOCUS system to unblock students when appropriate. Answers general inquiries regarding prerequisites and degree requirements. Course Schedules – Works with the department chair, graduate program director, and FRSC program director to prepare teaching assignments. Arranges the teaching schedule and loads the chemistry class offerings in Peoplesoft ( LOCUS ) each term. FALL , SPRING , SUMMER , JTERM . Graduation – Evaluates FRSC students’ transcripts for graduation and awards. Budget – Supplies department chair and FRSC program director with budget information every month. Updates excel spreadsheet of the finances. Keeps tally of faculty travel requests expenses of the FRSC program. Reimbursements and Payment Requisitions – Processes as needed. Website – Assist the Communications and Networking Committee. Makes updates to the department website, posts syllabi each term. General Shared Tasks Handle confidential secretarial duties for Graduate Program Director and for the Forensic Science Program Director – As assigned. Reports – Prepares and/or assists on a variety of reports including the ones required for accreditation of the Forensic Science Program or related to the Chemistry Graduate Program. Supplies data for a variety of report requests including student retention reports, grant applications, etc. Meetings/Events – Help and prepare schedules for department events, reserves event space, and shops for refreshments. Main Office – Keeps office neat and organized. Responsible for keeping the office and the staff working efficiently and effectively. Manages the copiers (helping with jams, supplies, etc) when other office assistants are not available. Greeter – Fills in as department greeter when the front desk person is out of the office. General– Other duties as assigned by Chair or 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 + Ability to communicate to all appropriate levels of administration. + Good organizational and multitasking skills and punctuality. + Excellent communication skills and the ability to tactfully interact with individuals at various levels throughout the university. + Positive attitude and the ability to adapt to a dynamic work environment. + Ability to embrace the mission of the University and the Department Certificates/Credentials/Licenses None Computer Skills Intermediate MS Word processing, MS Excel or Spreadsheets, MS Outlook, MS PowerPoint, and MS Access or Database Software and website content management skills/knowledge/familiarity. Adept user of Internet, e-mail and other office automation systems. Familiarity with higher-education databases preferred. Supervisory Responsibilities No Required operation of university owned vehicles No Does this position require direct animal or patient contact? No Physical Demands Repetitive Motions Working Conditions None Open Date 02/12/2025 Close Date Position Maximum Salary or Hourly Rate $25.00/hr Position Minimum Salary or Hourly Rate $21.00/hr 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/31089