Loyola University Chicago

Job Title ADMINISTRATIVE ASSISTANT

Position Number 8102062

Job Category University Staff

Job Type Full-Time

FLSA Status Non-Exempt

Campus Rogers Park-Lake Shore Campus

Department Name BIOLOGY

Location Code BIOLOGY (02112A)

Is this split and/or fully grant funded? No

Duties and Responsibilities

The Administrative Assistant works with the Department Chair and the Office Manager to support all aspects of the educational mission of the Department of Biology. The primary role of the Administrative Assistant is to provide direct support to undergraduate Biology majors and graduate students in the Biology MS program. The Administrative Assistant fields inquiries from these undergraduate and graduate students, works to provide solutions, and directs students to faculty and other resources as needed. The Administrative Assistant supports the course registration process for undergraduate Biology majors and graduate students in the Biology MS program and for select non-credit and summer programs. The Administrative Assistant also assists the MS Graduate Program Director with management of applications, admission, and registration for students in the MS program. Attention to detail, strong organizational skills, superior communication and listening skills, and the ability to work as part of a team are important to be successful in this position. In all tasks the Administrative Assistant works to ensure that departmental mission, values, guidelines, policies and procedures are implemented and maintained.

Specific Responsibilities of the Administrative Assistant include:

Enrollment Management Operations

• Manage student requests to be enrolled in courses
• Regularly assist academic deans and college advisors with registration process issues
• Distribute and advise students on the completion of department registration forms
• Maintain and archive important documents such as registration permission forms
• Disseminate course requirements to students as needed when registering
• Maintain relationships with the undergraduate advising office
• Connect students seeking research opportunities with faculty members with whom their research interests aligned through the undergraduate research application web page

Data Management and Analysis

• Maintain databases of department majors and minors
• Distribute information to department majors and minors as needed
• Run reports on enrollment numbers as needed to forecast need for courses and sections in upcoming semesters
• Review lists of graduating students to determine eligibility for department awards
• Provide faculty with student transcripts as needed for advising purposes
• Initiate student course evaluation process through LOCUS

Coordinating with the MS Graduate Program Director

• Support the processes of application, admission, and registration for the MS program
• Track plan of study, completion of degree requirements, committee meetings, thesis defenses

Provide student status updates to MS Graduate Program Director

General Administrative Responsibilities

• Assist the Office Manager, Department Chair, and Principal Investigators in preparing check requisitions, purchase orders, travel reimbursements, and running financial reports, as needed
• Coordinate undergraduate events which may include scheduling rooms and guest speakers and arranging for routine materials, technology and refreshments
• Manage scheduling of the department conference room (LSB 316)
• Provide general back-up support to the department staff team as needed, including
• Greet and assist visitors and guests
• Receive packages and direct delivery personnel to appropriate person or department
• Support Biology office operations team with any special projects or tasks when required
• Serve as back-up for Lab Coordinator and Office Assistant

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

• Excellent verbal and written communication skills and excellent customer service skills with a friendly and patient demeanor.
• Superior attention to detail and organization skills with an ability to manage several projects and tasks simultaneously.
• Ability to handle high level of customer contact for extended periods of time.

Certificates/Credentials/Licenses

Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor’s or higher degree; OR appropriate combination of education and experience.

• Minimum 1 year work experience in a university admission or office setting

Computer Skills

• Advanced MS Word processing, MS Excel, MS PowerPoint and MS Access.
• Adept user of Internet, e-mail and other office automation systems. Additional skills in content management of websites preferred

Supervisory Responsibilities No

Required operation of university owned vehicles No

Does this position require direct animal or patient contact? No

Physical Demands Lifting

Working Conditions None

Open Date 10/31/2024

Close Date

Position Maximum Salary or Hourly Rate $25.00/hr

Position Minimum Salary or Hourly Rate $21.00/hr

Special Instructions to Applicants

As a Jesuit, Catholic institution of higher education, we seek candidates who will contribute to our strategic plan to deliver a Transformative Education in the Jesuit tradition. To learn more about Loyola University Chicago’s mission, candidates should consult our website at www.luc.edu/mission/. For information about the university’s focus on transformative education, they should consult our website at www.luc.edu/transformativeed.

About Loyola University Chicago

Founded in 1870, Loyola University Chicago is one of the nation’s largest Jesuit, Catholic universities, recognized for its academic excellence, commitment to community engagement, and leadership in sustainability. A Carnegie R1 research institution, Loyola leverages its status as one of an elite group of universities with the highest level of research activity to advance knowledge that serves communities and creates global impact. With 15 schools, colleges, and institutes—including Business, Law, Medicine, Nursing, and Health Sciences—Loyola operates three primary campuses in the greater Chicago area and one in Rome, Italy, that provide students a transformative, globally connected learning experience. Consistently ranked among the nation’s top universities by U.S. News & World Report, Loyola is a STARS Gold-rated institution that is ranked as one of the country’s most sustainable campuses by The Princeton Review and has earned distinctions from AmeriCorps and the Carnegie Foundation for its longstanding record of service and community engagement. Guided by its Jesuit mission and commitment to caring for the whole person, Loyola educates ethical leaders who think critically, act with purpose, and strive to create a more just and sustainable world.

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. To view our benefits in detail, click here.

Loyola adheres to all applicable federal, state, and/or local civil rights laws and regulations prohibiting discrimination in private institutions of higher education. Please see the University’s Nondiscrimination Policy.

Quick Link for Posting https://www.careers.luc.edu/postings/29624

Read Full Description