Executive Administrative Assistant Thank you for your interest in Loyola University Chicago. To view open positions, please enter your search criteria below. You may view all open positions by not specifying any search criteria and selecting the "Search" button. Bookmark this Posting Print Preview | Apply for this Job
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 EXECUTIVE ADMIN ASST
Position Number 8102364
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 Non-Exempt
Campus Rogers Park-Lake Shore Campus
Department Name MISSION AND IDENTITY
Location Code MISSION AND IDENTITY (01800A)
Is this split and/or fully grant funded? No
Duties and Responsibilities
This position provides extensive administrative and high-level support to the Vice President for Mission Integration, and also provides support to the members of the Ignatian Spirituality and Community Service and Action teams. Primary responsibilities include general clerical, administrative and budgetary support; events coordination; and project management and administration for various projects assigned. This position has significant interaction with staff, faculty, administrators, and external constituents.
Essential Duties and Responsibilities:
Anticipate the needs of the Vice President, and Office of Ignatian Spirituality team as they fulfill their essential responsibilities
Greet visitors, screen calls and take messages for the Vice President. Assist in the reception duties for the Community Service and Action, and LSC Campus Ministry suite
Organize and maintain calendar and travel plans for the Vice President, anticipating conflicts and effectively negotiating competing interests
Schedule and coordinate internal and external meetings and events; draft reports and general correspondence; format presentations; and take and distribute meeting minutes/notes; track action items to ensure responsiveness and closure
Assist in all preparation and follow-up for meetings of the Mission and Culture Committee of the Board of Trustees, including preparing agendas and documents, postings to the Board Portal, communications with the Office of the President, taking minutes, etc.
Maintain accurate electronic files and records
Arrange programs, events, or conferences hosted by the Vice President and Ignatian Spirituality team, including securing facilities and catering services, issuing information and invitations, coordinating guests and presenters, preparing materials for distribution, and managing event budgets
Anticipate questions, prepare all pre-read materials, gather background information for the Vice President, well in advance of meetings and events
Assist in development of Mission Integration web content, manage uploading and supervise webpage continuity
Assist with preparation of annual budgets
Code invoices with appropriate account number to ensure that expenses are distributed to the correct expense account.
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
Regularly update internal expense tracking system and present to VP for review
Know financial policy and procedures of the University and advise VP
Track and submit documentation for expenses and pro-card charges
Initiate all Human Resources and Payroll paperwork for student workers, part-time and temp payment
Oversee the management of office supplies including organization, inventory, issuance, and storage of supplies
Perform related duties as assigned
Minimum Education and/or Work Experience
Must have completed college and at least five years of related experience. Experience in higher education strongly preferred. Excellent communication and organizational skills are required.
Qualifications
Bachelor's degree and 5 years of related experience
Demonstrated ability to work independently and as a collaborative member of a team of highly motivated and experienced professional.
Ability to communicate professionally and effectively with various constituents in person, in writing, and through phone/email/video conferencing
Experience managing budgets and accounts
Strong time management and problem-solving skills
Ability to multitask and coordinate several projects at a time
Ability to determine priorities and to ask for direction when priorities are unclear
Inclination to take initiative to research answers and suggest solutions for episodic and recurring issues
Conversant in the origins and essential features of Loyola University Chicago's Jesuit, Catholic mission and identity
Certificates/Credentials/Licenses
None
Computer Skills
Proficiency with Microsoft Office suite including Word, Excel, PowerPoint, OneNote, SharePoint, and Outlook. Preference will be for candidates who have experience with Microsoft BI, Workday, and Brightspace, and T4 web content management
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, Repetitive Motions
Working Conditions None
Open Date
Close Date
Position Maximum Salary or Hourly Rate $35.00/hr
Position Minimum Salary or Hourly Rate $27.00/hr
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/35307
