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Please see Special Instructions for more details.
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.
Position Details
Position Details
Job Title ADMINISTRATIVE ASSISTANT
Position Number 8101932
Work Modality Hybrid - 4 In-Person
Job Category University Staff
Job Type Full-Time
FLSA Status Non-Exempt
Campus Maywood-Health Sciences Campus
Department Name SCHOOL OF NURSING
Location Code SCHOOL OF NURSING (02400A)
Is this split and/or fully grant funded? No
Duties and Responsibilities
Position Overview
This position provides administrative support to the Marcella Niehoff School of Nursing ( MNSON ) with tasks and duties as assigned by the Director of Administrative Operations. The School of Nursing has programs based at the Health Sciences Campus in Maywood, IL and the Lake Shore Campus in the Rogers Park neighborhood of Chicago, IL.
Essential Job Functions
Coordinate student and special events e.g. DNP immersion weekends, guest speakers, preceptor and community partner events, and faculty and staff events including room reservations/space rental, catering, supplies, materials, invitations, RSVP tracking, Zoom and webinar session setup. Provide on-site assistance.
Reserve classrooms and conference rooms for student class meetings and events
Exhibiting polite and professional communication, greet students and other visitors, answer and direct incoming telephone calls and emails to the general MNSON inbox, and respond to requests for information regarding MNSON programs, education verification from alums and transfer applications
Arrange travel (flight, hotel, ground transportation, conference registration) for MNSON students, faculty, and staff, track faculty professional development fund usage
Maintain a Procard/reconcile monthly Procard charges for travel, supply purchases and vendor payments
Provide general office support to administrators, faculty, and staff including referring to resources and supplies, assisting with equipment, and managing shared offices and conference spaces. Organize supplies and common office spaces.
Provide support to faculty and staff with expense reimbursements, payment requisitions, purchase orders via Lawson, printing requests including business cards, document preparation, and facilities requests. Process payments to vendors and nursing organizations related to MNSON operational needs.
Assist with the onboarding of new faculty and staff members: orders keys, computers, equipment and supplies; arrange for a telephone number.
Manage furniture and computer inventory, complete annual inventory verification
Provide support to MNSON committees including scheduling meetings using Outlook Calendar, drafting agendas and meeting minutes, posting and organizing documents for the committee to access using Microsoft SharePoint. Support meeting logistics using Zoom and other tools as needed.
Collect payments and manage accounting for MNSON led international experiences
Assist with scheduling and completion of Loyola's personal identifiable information scan for all faculty and staff computers.
Prepare and submit university deposits
Open and distribute mail, prepare items for UPS and FedEx, and coordinate package pick-up and delivery
Provide back-up for the Executive Assistant to the Dean other administrative assistants as needed
Perform other related duties as required or assigned
Special Instructions:
Review of applications will begin in January 2025 and will continue until the position is filled. Applicants are asked to submit (1) a cover letter describing interest in and qualifications for the position, (2) resume, and (3) the names and contact information of three individuals prepared to provide professional references (references will be contacted for finalists only).
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
Good communication, organization and interpersonal skills required
Ability to work effectively individually and as part of a team
Ability to adapt to change and pivot based on MNSON priorities
High school diploma or equivalent and a minimum of three years of relevant experience, bachelor's degree in a related field preferred
Previous office experience required, experience in an administrative position preferred
Certificates/Credentials/Licenses
n/a
Computer Skills
Demonstrate proficiency with Microsoft Office suite (Word, Excel, Outlook, OneDrive, SharePoint, etc.)
Supervisory Responsibilities No
Required operation of university owned vehicles No
Does this position require direct animal or patient contact? No
Physical Demands None
Working Conditions None
Open Date 01/12/2026
Close Date
Position Maximum Salary or Hourly Rate $52,707/ann
Position Minimum Salary or Hourly Rate $45,000/ann
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 (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/34482
