Administrative Assistant

Position: ADMINISTRATIVE ASSISTANT I

Position Details

Position Title:

ADMINISTRATIVE ASSISTANT I

Position Number: 8150048

Job Category:
University Staff

Job Type: Full-Time

FLSA Status:
Non-Exempt

Campus:
Maywood-Health Sciences Campus

Department Name: COMPARATIVE MEDICINE

Location Code: COMPARATIVE MEDICINE (06121A)

Is this split and/or fully grant funded? No

Duties and Responsibilities

• Answer and screen phone calls, take messages, and make appropriate referrals. May review the administrator's email.
• Respond to queries from faculty and research staff on CMF policies, per diem rates, animal purchases, delivery costs, status of orders, approvals, activity, numbers, and balances.
• Attend meetings as requested, transcribe, and distribute meeting minutes.
• Maintain the Director's, Assistant Director's, Clinical Veterinarian's, and Lead Tech's calendars, including scheduling meetings, arranging appointments, and coordinating travel arrangements.
• Purchase all departmental supplies and equipment, including drugs, caging, food, bedding, specialized cleaning supplies, and equipment.
• Interview vendor agents and representatives, investigate, and recommend regular and alternate sources.
• Promote and maintain good business relationships with vendors, special handlers, and shippers. Contact vendors to expedite delivery or purchases, approve accepted substitutes, correct invoice errors, negotiate proper credits and adjustments, and obtain satisfactory arrangements.
• Arrange shipments of animals to and from non-commercial and other institutions, including foreign sources.
• Obtain and screen animal health reports from sources and report any health problems to the Clinical Veterinarian and Veterinary Diagnostic Lab Coordinator for approval for shipment.
• Research any special needs, such as material transfer agreements, contracts, and import/export documents, ensure all federal, state, and institutional regulations and policies are met.
• Perform related duties as assigned.

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

• Ability to follow oral and written instructions and established procedures.
• Ability to perform basic filing, office procedures, and word processing tasks.
• Ability to maintain accuracy and consistency.
• Ability to communicate effectively verbally.
• Ability to complete tasks in a timely manner.
• Ability to maintain confidentiality.
• Ability to compose professional letters and memorandums.
• Ability to interact calmly and courteously with people.
• Ability to manage stressful situations effectively.
• Ability to function independently, managing time and work tasks efficiently.
• Ability to work as an effective team member.
• Ability to organize workflow efficiently.
• Ability to plan, coordinate, and develop multiple projects.
• Ability to negotiate, persuade, and establish direction.
• Ability to perform routine job duties while demonstrating strong interpersonal contact skills.
• Ability to interact effectively with internal and external constituents.

Certificates/Credentials/Licenses

American Association for Laboratory Animal Science (AALAS) Certification preferred.

Computer Skills

Proficiency with Microsoft Word, Excel, and PowerPoint, basic keyboarding skills, Outlook, Lawson. With on-the-job experience must display knowledge of the departmental protocol tracking system.

Supervisory Responsibilities

No

Direct Animal or Patient Contact

Yes

Physical Demands

Lifting, Carrying, Standing, Climbing, Repetitive Motions

Working Conditions

Odors, Animals, Exposure to Inclement Weather

Open Date

06/16/2025

Close Date

Position Maximum Salary or Hourly Rate: $22.00/hr

Position Minimum Salary or Hourly Rate: $20.00/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.

For more information about Loyola University Chicago's mission, consult the website (Use the "Apply for this Job" box below)..

To learn more about the transformative education focus, consult .

About Loyola University Chicago

Founded in 1870, Loyola University…