ADMINISTRATIVE ASSISTANT Job at Loyola University Chicago in Chicago

Overview

Join to apply for the ADMINISTRATIVE ASSISTANT role at Loyola University Chicago.

Details

• Position Number 8100885
• Job Category University Staff
• Job Type Full-Time
• FLSA Status Non-Exempt
• Campus Rogers Park-Lake Shore Campus
• Department Name FINE AND PERFORMING ARTS
• Location Code FINE AND PERFORMING ARTS (02105A)
• Is this split and/or fully grant funded? No

Responsibilities

• Administrative Support
  • Provide direct administrative support to the Department Chair, Managing Director, and Faculty Directors of Dance, Fine Arts, Music, and Theatre.
  • Distribute teaching load information and compile reports for the Dean’s Office in collaboration with the Chair.
  • Maintain schedules and calendars for the Chair, Directors, and Managing Director.
  • Manage contact databases and email distribution lists for all DFPA faculty and staff.
  • Schedule faculty evaluations, class visits, and annual assessments.
  • Conduct research, compile reports, prepare correspondence, and take meeting notes.
  • Record and distribute minutes for departmental and area meetings.
  • Process reimbursements and travel requests, including faculty development funds.
  • Serve as a central point of contact for internal and external inquiries.
  • Address operational issues raised by faculty, staff, and students using proactive problem-solving and follow-up.
• Office and Resource Management
  • Ensure efficient operation and coverage of the DFPA Main Office; coordinate student and staff support schedules.
  • Maintain department records (physical and digital), ensuring accessibility via platforms like SharePoint, ASANA, and Outlook.
  • Manage office and resource assignments for faculty, including onboarding and equipment setup.
  • Maintain inventory of office and computer equipment and coordinate maintenance.
  • Oversee departmental telecommunications, mailbox assignments, and copier usage.
  • Manage shared spaces (e.g., conference rooms, break rooms) to ensure organization and availability.
  • Coordinate printing of departmental materials, such as business cards and letterhead.
  • Provide onboarding and training for new faculty, staff, and student workers on departmental systems and resources.
• Academic Scheduling and Curriculum Coordination
  • Serve as the department’s lead coordinator for academic scheduling, managing approximately 250 course sections each semester.
  • Collaborate with the Chair and Area Directors to build, update, and verify course schedules each term.
  • Liaise with the Registrar’s Office, Academic Advising, and the College of Arts and Sciences Dean’s Office on scheduling logistics.
  • Monitor academic deadlines and ensure compliance with university procedures.
  • Maintain and update curriculum documentation and department websites.
  • Assist with student and instructor enrollment issues.
  • Collect faculty syllabi each semester and manage the administration of IDEA Faculty Course Evaluations.
  • Attend administrative assistant meetings and communicate relevant policy updates.
• Part-Time and Full-Time Faculty Hiring
  • Coordinate hiring for approximately 70 part-time faculty annually.
  • Collaborate with leadership to ensure accurate course assignments and contract details.
  • Track and process contracts in compliance with the Collective Bargaining Agreement (CBA).
  • Post part-time salary information and process hourly appointments as needed.
  • Support full-time faculty search logistics, including candidate travel, interview scheduling, and reimbursements.
  • Collect and maintain faculty bio information and update directories and websites.
  • Provide onboarding and orientation to new faculty on departmental and university systems.
• Student Employment Coordination
  • Coordinate hiring and onboarding of departmental student workers.
  • Assist supervisors with setting student work schedules and expectations.
  • Manage submission of paperwork and payment documentation.
  • Provide training and support for student workers on department operations and digital tools.
  • Ensure adherence to university hiring policies and training requirements.
• Technology and Scheduling Tools Management
  • Administer the DFPA Outlook calendar, ensuring all departmental meetings, events, and deadlines are accurately scheduled.
  • Manage access and coordination of academic and event space reservations.
  • Provide support and training for department-wide platforms (e.g., SharePoint, Asana, LOCUS, Sakai).
  • Troubleshoot access issues and collaborate with ITS and Campus Safety to maintain secure and functional systems.
  • Perform assigned duties as needed.

Education and Experience

• Minimum Education And/or Work Experience
  • High school diploma or equivalent.
  • One to three years of relevant experience.
• Education And Experience Requirements
  • Minimum: Associate’s degree or equivalent combination of education and professional experience.
  • Preferred: Bachelor’s degree in Arts Administration, Business Administration, Communications, Higher Education, or a related field.
• Experience
  • 3–5 years of administrative experience in a higher education, arts, or nonprofit environment.
  • Demonstrated experience using and training others on digital collaboration tools (e.g., Microsoft 365, SharePoint, Outlook, Asana).
  • Experience supervising or onboarding student employees or part-time staff.
  • Experience with academic systems (e.g., LOCUS, Sakai) is strongly preferred.
  • Strong technical fluency, attention to detail, and a customer service mindset.
• Certificates/Credentials/Licenses
  • None
• Computer Skills
  • Technically proficient and quick to learn new systems, platforms and digital tools.
  • Intermediate skills using MS Office Suite, Outlook, Sharepoint, Word and Excel.
  • Adept at using cloud-based collaboration software (Asana), databases (Airtable) and e-mail and online calendar applications.
  • Experience with Peoplesoft, LOCUS or other academic scheduling software desirable.
  • Is a subject matter expert on many platforms in to assist both students and faculty.
• Interpersonal Skills
  • Demonstrates a strong work ethic and positive attitude.
  • Works independently and collaboratively; maintains discretion and confidentiality.
  • Promotes a respectful, team-based work environment.
  • Builds knowledge and shares expertise with peers and student workers.
• Technology & Collaboration Tools
  • Technically proficient with SharePoint, Asana, Microsoft Outlook, and similar tools to manage projects.
  • Trains faculty, staff, and student workers on digital tools and processes.
  • Troubleshoots system issues and liaises with IT as needed.
• Communication Skills
  • Communicates clearly in writing and speech.
  • Prepares accurate documentation and distills complex discussions into actionable summaries.
  • Maintains professional communication with faculty, staff, students, and external partners.
  • Excellent attention to detail and proofreading skills.
• Working Conditions
  • Physical Demands: Repetitive Motions
  • Working Conditions: None

Benefits

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.

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