ADMINISTRATIVE ASSISTANT Job at Illinois Staffing in Chicago

Administrative Assistant

Under general direction, the Administrative Assistant will perform a variety of administrative functions within the Criminal Justice Department. This role is crucial to the smooth operation of the department, offering support in areas such as course scheduling, budget management, office operations, and faculty coordination. The position requires the ability to multitask, work with minimal supervision, and manage a variety of clerical tasks in a fast-paced academic environment.

Duties and Responsibilities:

• Course Scheduling and Registration: Utilize the LOCUS system for data entry, monitor student enrollment, and prepare reports related to class scheduling and registration.
• Budget Management: Assist in the preparation of departmental budget reports, manage ProCard transactions, and ensure expenses are tracked appropriately.
• Office Operations: Track departmental orders, supervise student workers, and handle various office tasks such as maintaining office supplies and ensuring the efficient operation of the department. Processes purchase requisitions, expense reports, check requisitions, etc. Make updates to department website pages.
• Liaison with Chairperson on General Department Activities: Communicate with other university departments, share important departmental updates with faculty, manage the department's website, record meeting minutes, and maintain confidential documents.
• Liaison with Chairperson on Faculty Matters: Coordinate travel arrangements for faculty and job candidates, manage departmental functions, and facilitate the paper flow for departmental activities.
• Event planning: Planning and implementation of events in support of departmental and student related activities.
• Other Duties as Assigned: Perform additional administrative tasks as needed to ensure smooth operation of the department. Provide additional support, as needed to CAS Interdisciplinary programs.

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:

• Experience with LOCUS or other academic scheduling systems.
• Familiarity with university office operations and budget tracking.
• Strong verbal and written communication skills.
• Experience supervising student workers or administrative assistants.

Computer Skills: Proficient in MS Office Suite (Word, Excel, Outlook), and internet applications, familiarity with academic scheduling software preferred.

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. With 15 schools, colleges, and institutesincluding Business, Law, Medicine, Nursing, and Health SciencesLoyola operates three primary campuses in the greater Chicago area and one in Rome, Italy, that provide students a transformative, globally connected learning experience.