ADMINISTRATIVE ASSISTANT II

Loyola University ChicagoMaywood, IL, United States

29 days ago

Job description

Position Details

Job Title

ADMINISTRATIVE ASSISTANT II

Position Number

8150088

Job Category

University Staff

Job Type

Full-Time

FLSA Status

Non-Exempt

Campus

Maywood-Health Sciences Campus

Department Name

PHYSIOLOGY

Location Code

PHYSIOLOGY (06240A)

Is this split and / or fully grant funded?

Duties and Responsibilities

This is a combined position that supports the administrative needs of the Chair and Directors with the department's administrative activities, and coordinates various administrative processes and projects. This position has responsibility for several established and ongoing complex and / or difficult processes unique to the department, in addition to general administrative support for the department.

Chair Support :

Maintains chair's calendar to include scheduling meetings, arranging appointments, and coordinating travel arrangements
Brings pertinent dates to chair's attention, prepares and / or provides necessary documents for use in meetings
Records, transcribes and distributes meeting minutes for the Physiology faculty meetings; prepares and distributes faculty meeting agenda
Assists chair with all aspects of faculty recruitment. High degree of professionalism required for constant contact with external contacts
Assists with faculty employment processes to varying degrees by monitoring and maintaining credential files of applicants, preparing master files for search committees, preparing correspondence to applicants, creating and mainlining applicant spreadsheet
Prepares and proofreads correspondence, reports and other documents
Serves as communication hub of the department by communicating information from the chair and / or directors to others, making information available to others by mail, email, telephone, web, departmental boards, and providing complex information on processes specific to the department to faculty, staff, students and external visitors

Department Seminar Series :

Organizes all aspects of invited speakers for the CaMP seminar series with minimal assistance from Committee Chair. Includes contact with external speakers and administrative staff to coordinate travel, agendas, room reservations, reimbursements, etc.

Submits reports to ensure departmental seminar series maintains CME credit status; submits required documentation to CME office for each speaker

Ensure CME sign in sheet is available at all seminars; enters names of attendees for CME credit

Maintains spreadsheet of seminar expenses

Create, distribute and post seminar flyers

Order food for student / speaker lunches

Escorts speaker when on site and arranges transport

Submits check requisitions for speakers honorarium and completes expense reimbursements as needed

Departmental Support :

Organizes and maintains an accurate paper and electronic filing system for departmental chair, director, program directors and department

Act as mentor and trainer to junior level support staff, students and volunteers

Orders and maintains supplies

Submits facility requests as required

Serves as principal contact and source of information for students, staff, faculty and external visitors

Handle special projects and events (organize student career day, departmental events). Organizes, coordinates, plans, and conducts departmental events by securing space, equipment, food, preparing invitations, announcements, agendas, brochures, and packets, making travel arrangements and reservations, and overseeing the event as it occurs

Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds

Places purchasing orders in Lawson

Acts as receptionist to internal and external visitors by answering departmental general phone and greeting guests

Computer Skills :

Reviewing and updating departmental web-site (weekly)

Attending and active in the social media committee meetings and follow-up activity

Obtaining computer and related quotes for the Department

Recording faculty lectures; help with editing, storage and organization of same

Minimum Education and / or Work Experience

High school diploma or equivalent and a minimum of three year of experience in an administrative position.

Preferred Qualifications :

Bachelor's degree in a related field is preferred. Knowledge in fundraising and / or higher education is considered beneficial.

Qualifications

Bachelor's degree strongly preferred

Excellent verbal and written communication

High level organizational skills

Ability to multi-task and meet deadlines

Ability to work well independently and as part of a team

Must be self-motivated

Certificates / Credentials / Licenses

N / A

Computer Skills

Proficiency in Word, Excel, Slate, Zoom

Aptitude to learn specific computer applications as required

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

10 / 29 / 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 / 29578