Office Manager

Loyola University Chicago; Chicago (IL); On-site; USD 62,000 - 66,000; Full time

Job summary

Loyola University Chicago is seeking an Office Manager to support the Center for Catholic Intellectual Heritage (CCIH) with budget administration, event coordination, and daily office operations. This role ensures accurate financial processing, calendar management, and robust support for faculty and student programs.

Responsibilities include budgeting, invoice processing, vendor communications, and supervising student workers while maintaining strong cross-department collaboration to advance the

Qualifications

• High school diploma or equivalent; bachelor’s degree preferred.
• 3–5 years of office experience with supervisory experience.
• Strong interpersonal, organizational and communication skills are required.
• Ability to manage budgets, events, and vendor payments.
• Proficiency with MS Office and basic web tools.

Responsibilities

• Assist Directors in preparing and managing the annual CCIH budget.
• Plan and manage all CCIH standing events and programs and their websites calendars/databases.
• Manage budgets for ~24 events annually; process payments and prepare reports.
• Process invoices, budget transfers, and monitor expenditures.
• Coordinate travel, lodging, and logistics for speakers/guests; secure rooms and catering.
• Oversee CCIH webpage content, social media, and digital campaigns.
• Supervise undergraduate/graduate student workers and KRONOS timecards.
• Maintain master files, databases, and supporting software for CCIH operations.

Skills

Budget management

Event planning

Vendor coordination

Interpersonal skills

Supervisory experience

MS Office proficiency

Education

High school diploma or equivalent

Bachelor's degree preferred

Tools

MS Office Suite

Adobe Premiere

Canva

Job description

Position Details

• Job Title: OFFICE MANAGER
• Position Number: 8101630
• Work Modality: Fully In-Person
• Is this request for the creation of a new Position (or the modification of an existing Position) to temporarily support the WorkDay ERP?: no
• Job Category: University Staff
• Job Type: Full-Time
• FLSA Status: Exempt
• Campus: Rogers Park-Lake Shore Campus
• Department Name: CTR FOR CATHOLIC INTEL HERIT
• Location Code: CTR FOR CATHOLIC INTEL HERIT (02005B)
• Is this split and/or fully grant funded?: No
• Position Maximum Salary or Hourly Rate: $66,000/ann
• Position Minimum Salary or Hourly Rate: $62,000/ann

Duties and Responsibilities

• Assists CCIH Director and Associate Director in preparation, review and management of annual CCIH budget.
• In consultation with CCIH Director and Associate Director, prepares, manages, and executes all CCIH standing events and programs-and their associated websites calendars, and databases.
• Manages and completes all single event budgets-pays honoraria, travel, program expenses-for approximately 24 CCIH events held annually (approx. 12 programs per semester). Produces direct reports for these 24 programs to CCIH Director and CAS Dean. Events include:
  • Major 2-3 day academic conferences (one each semester)
  • Day long symposia and colloquia (2-4 each semester)
  • Annual Lecture Series (two each semester)
  • Panel Discussions/colloquia (1-2 each semester)
  • Publication luncheons and Award Banquets (2 each semester)
  • Catholic Studies Events (1-2 each semester)
  • Faculty Reading Groups (1 each semester)
  • Faith in Focus Film Series (1-2 each semester)
  • Summer Institute for Graduate Students and Grant Bearing projects
  • Various Zoom events
  • Other events as needed.
• Initiates all budget transfers/processes with various university departments, and monitors expenditures, follow-up, and problem resolution.
  • Process and verify payment of invoices on a timely basis; maintain an accurate file system of paid invoices
  • Initiate all budget transfers
  • Communicate with supplier/vendors concerning errors or questions on invoices
  • Review monthly budget reports and resolve discrepancies as needed
  • Manages and processes all annual faculty and student research grant and gift accounts from the CCIH endowments
  • Reviews, approves, and maintains record of Pro-Card charges, determines chargeable account, and changes records accordingly.
• Serves as point person for speakers, conference attendees, and guests. Initiates, executes, and confirms payment for travel, lodging, and other logistics as needed.
• Secures room reservation and manages spaces for all CCIH events,
• Organizes catering for all CCIH events.
• Secures and manages all CCIH filming and web/mixed media production for events.
• Assists CCIH Director and Associate Director with Webpage Content. Manages uploading and supervises CCIH Webpage content, design, and traffic.
• Supervises CCIH social media content, design, and traffic.
• In coordination with CCIH Director, supervises print media and digital ad designs campaigns.
• Coordinates logistics (with GSA and designer) for CCIH annual journal: Nexus.
• In consultation with Director and Associate Director, supervisory management of undergraduate graduate student workers- delegation of labor and tasks, project management, help and assistance, and completion of tasks if needed; collaborates with graduate student worker and consultants under the umbrella of the CCIH.
• Prepares, manages and approves KRONOS timecards for staff; communicates information to students/employees regarding payroll, and other HR issues.
• Ensures that HR has appropriate documentation to pay students, graduate student workers, and semester-long Catholic Studies Visiting Fellows.
• Coordinates logistics (with Associate Director and GSA) for CCIH Faculty Research Groups.
• Assists CCIH Director and Director of Catholic Studies in managing ancillary budget units, program details, events, and student workers for the CAS Catholic Studies Program (including CATH 296 Retreats).
• Liaises with CCIH student fellows and LUROP committee for grants and Weekend of Excellence.
• Maintains CCIH master files, updates databases, and uses WebReports, Business Intelligence, and other software in support of CCIH business and operations.
• Assists CCIH Director with public relations-UMC and other organizations-for local and national media, coordinating and creating newsworthy information via e-newsletter, email, journal/magazines, website production.
• Manages administrative tasks and a variety of general office activities for the Center such as:
  • General house-cleaning of CCIH and Seminar Library Room (Cuneo 425)
  • Library Purchases
  • Maintains journal subscriptions and other media
  • Maintains Office equipment and supplies
  • Secures Campus Reservations and CCIH liaison for university calendar and joint events
  • Quality control of student/staff work.
• Facilitates and manages CCIH during the summer and whenever the Director is travelling, teaching in study abroad programs, or is engaged in other work.
• Other tasks as needed and identified.

Minimum Education and/or Work Experience

High school diploma or equivalent required; bachelor's degree preferred. Three to five years of relevant experience in an office setting with at least one year of supervisory experience.

Qualifications

• An undergraduate degree, but a master's degree preferred.
• Good interpersonal, organizational and communication skills required.
• Ability to work effectively independently and in a team environment.
• Ability to pay close attention to task details, perform follow-up, and think ahead in a fast-paced environment.
• Must become familiar with CCIH's mission, programs and events in order to resolve general inquiries in a timely manner.

Certificates/Credentials/Licenses

N/A

Computer Skills

• Proficiency with MS Office Suite, Internet and e-mail applications.
• Familiarity with social networking sites preferred.
• Familiarity with "Constant Contact" electronic newsletter.
• Adobe premier and Canva experience preferred.

Supervisory Responsibilities

Yes

Required operation of university owned vehicles

No

Does this position require direct animal or patient contact?

No

Physical Demands

Repetitive Motions

Working Conditions

None

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/35764