Administrative Assistant

Loyola University Chicago; Chicago (IL); On-site; USD 40,000 - 52,000; Full time

Job summary

Loyola University Chicago is seeking an Administrative Assistant to support the Department of Fine and Performing Arts. The role requires coordinating academic scheduling, maintaining records, and serving as a central point of contact for staff and students.

The position involves managing calendars, assisting with hiring processes, and ensuring smooth daily operations on the Rogers Park-Lake Shore campus. Strong organizational skills and experience with SharePoint, ASANA, and Outlook are

Qualifications

• High school diploma or equivalent.
• 1–3 years of relevant administrative experience.
• Experience supporting a department and coordinating schedules.

Responsibilities

• Provide direct administrative support to department leadership.
• Manage calendars, emails, and office operations.
• Coordinate hiring processes and onboarding for staff.
• Maintain department records and handle travel reimbursements.
• Serve as liaison to other university offices and stakeholders.

Education

High school diploma or equivalent

1–3 years relevant experience

Tools

SharePoint

ASANA

Outlook

Job description

Job Title

Administrative Assistant

Position Number

8100885

Work Modality

Fully In-Person

Work Category

University Staff

Job Type

Full-Time

FLSA Status

Non-Exempt

Campus

Rogers Park-Lake Shore Campus

Department Name

FINE AND PERFORMING ARTS

Location Code

FINE AND PERFORMING ARTS (02105A)

Is this split and/or fully grant funded?

No

Duties and Responsibilities

Position Summary

The Administrative Assistant supports the academic and operational functions of the Department of Fine and Performing Arts (DFPA) at Loyola University Chicago. Reporting to the Chairperson, this position works closely with faculty, staff, and students to facilitate daily operations and ensure the smooth running of academic programs. Key responsibilities include supporting departmental leadership, managing academic records and scheduling, overseeing the main office, coordinating hiring processes, providing training and support on digital platforms, and serving as the department's liaison to other university offices.

Essential ResponsibilitiesAdministrative Support

• Provide direct administrative support to the Department Chair, Managing Director, and Faculty Directors of Dance, Fine Arts, Music, and Theatre.
• Distribute teaching load information and compile reports for the Dean's Office in collaboration with the Chair.
• Maintain schedules and calendars for the Chair, Directors, and Managing Director.
• Manage contact databases and email distribution lists for all DFPA faculty and staff.
• Schedule faculty evaluations, class visits, and annual assessments.
• Conduct research, compile reports, prepare correspondence, and take meeting notes.
• Record and distribute minutes for departmental and area meetings.
• Process reimbursements and travel requests, including faculty development funds.
• Serve as a central point of contact for internal and external inquiries.
• Address operational issues raised by faculty, staff, and students using proactive problem-solving and follow-up.

Office and Resource Management

• Ensure efficient operation and coverage of the DFPA Main Office; coordinate student and staff support schedules.
• Maintain department records (physical and digital), ensuring accessibility via platforms like SharePoint, ASANA, and Outlook.
• Manage office and resource assignments for faculty, including onboarding and equipment setup.
• Maintain inventory of office and computer equipment and coordinate maintenance.
• Oversee departmental telecommunications, mailbox assignments, and copier usage.
• Manage shared spaces (e.g., conference rooms, break rooms) to ensure organization and availability.
• Coordinate printing of departmental materials, such as business cards and letterhead.
• Provide onboarding and training for new faculty, staff, and student workers on departmental systems and resources.

Academic Scheduling and Curriculum Coordination

• Serve as the department's lead coordinator for academic scheduling, managing approximately 250 course sections each semester.
• Collaborate with the Chair and Area Directors to build, update, and verify course schedules each term.
• Liaise with the Registrar's Office, Academic Advising, and the College of Arts and Sciences Dean's Office on scheduling logistics.
• Monitor academic deadlines and ensure compliance with university procedures.
• Maintain and update curriculum documentation and department websites.
• Assist with student and instructor enrollment issues.
• Collect faculty syllabi each semester and manage the administration of IDEA Faculty Course Evaluations.
• Attend administrative assistant meetings and communicate relevant policy updates.

Part-Time and Full-Time Faculty Hiring

• Coordinate hiring for approximately 70 part-time faculty annually.
• Collaborate with leadership to ensure accurate course assignments and contract details.
• Track and process contracts in compliance with the Collective Bargaining Agreement (CBA).
• Post part-time salary information and process hourly appointments as needed.
• Support full-time faculty search logistics, including candidate travel, interview scheduling, and reimbursements.
• Collect and maintain faculty bio information and update directories and websites.
• Provide onboarding and orientation to new faculty on departmental and university systems.

Student Employment Hiring Manager

• In conjunction with the Managing Director, coordinate hiring and onboarding of departmental student workers.
• conducts recruitment, onboarding, and hiring for roughly 100 students annually
• Communicate with student worker supervisors to arrange hiring and access to UKG
• Updates and maintains DFPA Student Worker Handbook
• Serves as the primary Payroll and Human Resources departmental contact
• Tracks and monitors Federal Work Study spending for student workers
• File all EPAFS (employment action forms) for hire and termination for student workers
• Assist supervisors with setting student work schedules and expectations.
• Ensure adherence to university hiring policies and training requirements
• Assist with posting positions in university recruitment channels (Handshake)
• Arrange appropriate access (Keys, Proxcard, Pinpads) for student workers
• Ensure all student timecards are approved each pay-period

Technology and Scheduling Tools Management

• Administer the DFPA Outlook calendar, ensuring all departmental meetings, events, and deadlines are accurately scheduled.
• Manage access and coordination of academic and event space reservations.
• Provide support and training for department-wide platforms (e.g., SharePoint, Asana, LOCUS, Sakai).
• Troubleshoot access issues and collaborate with ITS and Campus Safety to maintain secure and functional systems.

Minimum Education and/or Work Experience

High school diploma or equivalent and one to three years of relevant experience