| Duties and Responsibilities |
This position will provide administrative support to the Quinlan School of Business by performing various duties and handling multiple tasks for academic advising, programs and Departments as assigned.
Duties and Responsibilities:
Undergraduate Program Support:
- Provide front desk reception support for the undergraduate program team.
- Respond to phone calls, emails and walk in questions from students, faculty, and staff.
- Keep electronic student files up to date and accurate.
- Help students use electronic systems to make appointments with advisors.
- Support student registration as needed.
- Assist in managing the advising team schedule and availability.
- Prepare and send correspondence to students on matters such as Dean's list, internal transfers, academic status, graduation audits, and graduation.
- Coordinates graduation applications.
- Create surveys/forms and track/analyze students' responses.
- Collaborate with the Academic and Faculty Affairs Coordinator to support the Double Degree Program.
- Manage daily office operations that include but are not limited to:
- Providing general administrative support to undergraduate deans and advising team
- Scheduling space for advising team meetings
- Maintaining and ordering office supplies
- Processing mail
- Coordinating external shipping
Academic Department Support:
- Serve as the front-line single point of contact for faculty of two assigned academic Departments (currently Accounting and Marketing).
- Provide first level support, direction, and advice on academic and faculty affairs processes.
- Fulfill academic support functions that include, but are not limited to:
- Ordering textbooks and other resources
- Preparing, formatting and copying of course materials
- Sourcing course supplies as needed
- Processing completed student exams via machine, such as Scantron or ParScore
- Arranging space for students to take make up exams and proctor make up exams
- Posting faculty office hours
- Processing invoices, payments and expense reports for Department faculty
- Serve as event coordinator for Department needs, which includes:
- Working with faculty representative to gather event information
- Securing room reservations
- Coordinating with building staff for set up requirements
- Schedule needed technology requirements
- Arranging catering set up and clean up
- Making travel and accommodation arrangements for guests
- Receiving guests on day of event, if needed
Other Required Tasks:
- Submit monthly purchasing card reconciliation.
- Adhere to university deadlines (time keeping system, training programs, etc.).
- Assist with special events (i.e. May Commencement).
- Provide back up support to other Quinlan assistants and coordinators.
- Other duties as assigned.
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| Qualifications |
Customer service orientation.
Strong communication skills that embody our Jesuit mission in all interactions both internally and externally.
Strong organizational skills.
Strong attention to detail, accuracy, sound judgment, and the ability to maintain confidentiality.
Ability to interpret written and verbal instructions.
A desire to be a team player and work well with others in a highly collaborative environment. Initiative and ability to adapt to flows of work to assist other staff at Quinlan is greatly valued. |
| Computer Skills |
Microsoft Suite (Word, Excel, Outlook, SharePoint, Teams). Adept user of Internet, e-mail, and other office automation systems. Ability to learn
LOCUS student information system and other software to assist with student files. |
| About Loyola University Chicago |
Loyola University Chicago is a private Jesuit University founded in 1870 by the Society of Jesus. One of the largest Catholic Universities in the United States, Loyola's professional schools include programs in medicine, nursing, and health sciences anchored by the Loyola University Medical Center, and the Loyola University Chicago School of Law. Comprised of thirteen colleges and schools, Loyola University Chicago offers more than 80 undergraduate and 140 graduate/professional programs while enrolling approximately 17,000 students. In addition to offering a world class educational experience, 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. Our benefits are centered on health and wellness, financial security, equity, and work-life balance. We offer medical, dental, vision, 403(b),
HSA, FSAs, tuition benefit, pre-tax transit benefits,
EAP, and more. To view our benefits in detail,
click here.
As one of the nation's largest Jesuit, Catholic Universities, Loyola University Chicago fosters a transformative cultural experience that honors Diversity, Equity, and Inclusion. We are committed to recruiting and retaining a diverse, mission driven workforce that enables a culture of inclusivity. We act with the heart of a nonprofit organization and an academic enterprise with ethical practices that advance the Jesuit Mission. Loyola actively seeks to build a community of diverse opinions, perspectives, and backgrounds that support our Jesuit tradition, while helping Ramblers foster a sense of belonging and affinity for all.
Loyola University Chicago is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion (except where religion is a bona fide occupational qualification for the job), national origin, sex, age, disability, marital status, sexual orientation, gender identity, protected veteran status or any other factor protected by law.
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Loyola University Of Chicago
403(b)
Jan 08, 2025