Administrative Assistant 3, Academic Services

Lewis University; Romeoville (IL); On-site; USD 22,000 - 31,000; Full time

Job summary

Lewis University in Romeoville, IL is seeking an Administrative Assistant 3 for Academic Services to provide confidential administrative support to the Student Success & Engagement teams. Responsibilities include scheduling, data reporting, correspondence, and coordinating examinations and accommodations with Disability Support Services.

The role requires strong communication, organizational skills, discretion, and proficiency in Word/Excel/PowerPoint/Access, with a typical 8:30am–5:00pm

Qualifications

• High school diploma required; bachelor’s degree preferred.
• Ability to communicate effectively in all forms.
• Strong organizational and interpersonal skills.
• Ability to function as part of a team.
• Discretion and confidentiality in dealing with sensitive matters.
• Ability to work on multiple projects with frequent interruptions.
• Willingness to learn WC Online, Calendly and other web-based tools and software.
• Proficient in Microsoft Word, Excel, PowerPoint and Access.

Responsibilities

• Provide administrative support to the Assistant Vice President for Student Success and other Academic Services staff, including scheduling meetings and drafting documents.
• Provide administrative support for Student Success & Engagement.
• Create a welcoming, helpful experience for students, faculty, staff and families who visit the third floor of the LRC.
• Answer telephone and manage email inboxes with prompt, professional information.
• Coordinate daily operations of the Testing Center with disability support services, including scheduling, proctoring and exams.
• Manage confidential student information and distribution of accommodation memos.
• Support Tutoring Center, Lewis Central reception desk and third floor spaces related to student success.
• Assist with New Flyer Orientation each summer and spring.
• Track and reconcile budgets and handle ordering and payments.
• Support student programs like First Gen Flyer Program and Welcome Days.
• Submit Facilities work orders and Help Desk tickets for Academic Services.
• Ensure website and myLewis portal content is accurate and up to date.
• Maintain stock of office supplies and manage the Leckrone Community Room.

Skills

Effective communication

Strong organizational skills

Interpersonal skills

Discretion & confidentiality

Team player

Education

High school diploma; bachelor’s degree preferred

Tools

Microsoft Word

Excel

PowerPoint

Access

Job description

Administrative Assistant 3, Academic Services

Position Title Administrative Assistant 3, Academic Services

Position Status Full-Time

Budget Summary

Base Pay $19.30 per hour

Position Summary Information

Job Description Summary

Reporting to the Assistant Vice President for Student Success, the Administrative Assistant 3, for Academic Services for Student Success & Academic Support provides confidential and administrative support including, but not limited to: the scheduling and making arrangements for meetings; pulling reports and compiling data, composing various student letters, managing administrative tasks in Student Success & Engagement; ordering supplies; budget management; and a variety of routine/administrative duties to support student success and the student experience (advising, tutoring, orientation, academic support programming and student athlete success).
The Administrative Assistant 3, for Academic Services for Student Success & Academic Support also serves as the third-floor Lewis Central receptionist, greeting and guiding all faculty, staff, students and guests who visit the third floor. (50%) The Administrative Assistant 3 plays a primary role in the daily operations of the Accommodated Testing Center and Disability Support Services, supporting operations and administrative tasks related to serving students with accommodations. The Administrative Assistant 3 plays a key role in procuring confidential exams/quizzes, exam proctoring and communicates and coordinates accordingly with faculty and other Administrative Assistants across departments. The Administrative Assistant 3 works collaboratively with Disability Support Services staff. (50%)

Responsible to model the University Mission through dedicated job performance, service excellence to constituencies, respectful collaboration, and active support of the University’s Mission in Catholic and Lasallian higher education.

• Provide administrative support to the Assistant Vice President Student Success, as well as other Academic Services staff, including setting up appointments, meetings and events, managing Calendly, drafting and revising documents and reports and managing mailings.
• Provide administrative support for Student Success & Engagement.
• Create and provide a welcoming, helpful, and informative experience for students, faculty, staff and families who visit the third floor of the LRC .
• Answer telephone and manage email inboxes, providing prompt and accurate information in a professional and courteous manner.
• Work closely with the Disability Support Services staff to manage the day‑to‑day operations of the Testing Center, including scheduling, requesting, proctoring and delivering exams.
• Support other functions of disability support services, including receiving and managing confidential student information and initiating the distribution of accommodation memos.
• Assist and support the operations of the Tutoring Center, the Lewis Central reception desk and all third floor spaces related to student success and academic support.
• Assist with planning and execution of New Flyer Orientation each summer and spring.
• Track and reconcile budgets managed by the Academic Services department and initiate ordering, purchasing and other payments.
• Provide administrative support for various student support initiatives and programs, including the First Gen Flyer Program, Welcome Days and the Flyer Success Network.
• Submit Facilities work orders and Help Desk tickets on behalf of Academic Services.
• Ensure the student success and academic support areas of the website and myLewis portal are updated and accurate at all times.
• Maintain stock of office/program supplies and manage the Leckrone Community Room.
• Other duties as assigned.

Minimum Qualifications

High school diploma required; bachelor’s degree preferred. Ability to communicate effectively in all forms. Strong organizational and interpersonal skills. Ability to function as part of a team. Possess a strong sense of discretion and confidentiality in dealing with sensitive matters. Ability to work on multiple projects with frequent interruptions. Willingness to learn WC Online, Calendly and other web-based tools and software. Proficient in Microsoft Word, Excel, PowerPoint and Access.

Preferred Qualifications

Bachelor’s degree. Familiar with the Family Educational Rights and Privacy Act ( FERPA ). Familiar with the special needs of students with disabilities, including physical, learning and mental health conditions.

Work hours Full time; Monday – Friday 8:30am-5:00pm

Posting Number S01776

Posting Date

Closing Date

Open Until Filled No

Supplemental Questions

Required Documents

• Resume
• Cover Letter

Optional Documents

• Transcripts

MAIN CAMPUS
One University Parkway
Romeoville, IL 60446-2200
[phone]
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