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Position Details
Position Details
Job Title ADMINISTRATIVE ASSISTANT I
Position Number 8150048
Job Category University Staff
Job Type Full-Time
FLSA Status Non-Exempt
Campus Maywood-Health Sciences Campus
Department Name COMPARATIVE MEDICINE
Location Code COMPARATIVE MEDICINE (06121A)
Is this split and/or fully grant funded? No
Duties and Responsibilities
Answers and screens phone calls, takes messages, and makes appropriate referrals. May review the administrator's email. Responds to queries from faculty and research staff on CMF policies, per diem rates, animal purchases, delivery costs, status of orders, approvals, activity, numbers, and balances.
Attends meetings as requested, transcribes, and distributes meeting minutes.
Maintains the Director's, Assistant Director's, Clinical Veterinarian's, and Lead Tech's calendars, including scheduling meetings, arranging appointments, and coordinating travel arrangements.
Responsible for the purchase of all departmental supplies and equipment, including drugs, caging, food, bedding, specialized cleaning supplies, and equipment.
Interviews vendor agents and representatives, investigates, and recommends regular and alternate sources.
Promotes and maintains good business relationships with vendors, special handlers, and shippers.
Contacts vendors to expedite delivery or purchases, approve accepted substitutes, correct invoice errors, negotiate proper credits and adjustments, and obtain satisfactory arrangements.
Arranges shipments of animals to and from non-commercial and other institutions, including foreign sources.
Obtains and screens animal health reports from sources and reports any health problems to the Clinical Veterinarian and Veterinary Diagnostic Lab Coordinator for approval for shipment.
Researches any special needs, such as material transfer agreements, contracts, and import/export documents, to ensure that all federal, state, and institutional regulations and policies are met.
Performs related duties as assigned.
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
Ability to follow oral and written instructions and established procedures.
Ability to perform basic filing, office procedures, and word processing tasks.
Ability to maintain accuracy and consistency.
Ability to communicate effectively verbally.
Ability to complete tasks in a timely manner.
Ability to maintain confidentiality.
Ability to compose professional letters and memorandums.
Ability to interact calmly and courteously with people.
Ability to manage stressful situations effectively.
Ability to function independently, managing time and work tasks efficiently.
Ability to work as an effective team member.
Ability to organize workflow efficiently.
Ability to plan, coordinate, and develop multiple projects.
Ability to negotiate, persuade, and establish direction.
Ability to perform routine job duties while demonstrating strong interpersonal contact skills.
Ability to interact effectively with internal and external constituents.
Certificates/Credentials/Licenses
American Association for Laboratory Animal Science ( AALAS ) Certification preferred.
Computer Skills
Proficiency with Microsoft Word, Excel and Power Point, Basic Keyboarding Skills, Outlook, Lawson. - With on-the-job experience, must display knowledge of the departmental protocol tracking system.
Supervisory Responsibilities No
Required operation of university owned vehicles No
Does this position require direct animal or patient contact? No
Physical Demands Lifting, Carrying, Standing, Climbing, Repetitive Motions
Working Conditions Odors, Animals, Exposure to Inclement Weather
Open Date 06/16/2025
Close Date
Position Maximum Salary or Hourly Rate $ 22.00 /hr
Position Minimum Salary or Hourly Rate $ 20.00 /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 (https://www.luc.edu/academics/schools.shtml) -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 (https://www.luc.edu/hr/facultystaffbenefits/) .
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 (https://www.luc.edu/equity/policyprocedure/universitynondiscriminationpolicy/) .
Quick Link for Posting https://www.careers.luc.edu/postings/33069
