ADMINISTRATIVE ASSISTANT

Loyola University Chicago; Rogers Park Township (IL); On-site; USD 10,000 - 60,000; Full time

Job summary

An established institution is seeking a dedicated Administrative Assistant to support the Biology department. This role involves managing student registrations, providing administrative support, and ensuring smooth operations within the department. Ideal candidates will possess strong communication and organizational skills, with a keen attention to detail. Join a team committed to fostering educational excellence and community engagement, where your contributions will help shape the academic journey of students. This is a fantastic opportunity to work in a vibrant academic environment and make a meaningful impact.

Qualifications

• 1-3 years of relevant experience in an office setting.
• Ability to manage multiple projects and tasks simultaneously.
• Experience in university admissions or office support preferred.

Responsibilities

• Provide administrative support to Biology department staff and students.
• Manage course registrations and student inquiries.
• Assist with data management and departmental operations.

Skills

Verbal Communication

Written Communication

Customer Service

Organizational Skills

Attention to Detail

Education

High School Diploma

Bachelor's Degree

Tools

MS Word

MS Excel

MS PowerPoint

MS Access

Internet and Email

Job description

Position Details

Position Details

High school diploma or equivalent and one to three years of relevant experience; some positions may require additional experience.

- 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.

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

- 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

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
Qualifications
Certificates/Credentials/Licenses
Computer Skills
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
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