Administrative Assistant

Position: ADMINISTRATIVE ASSISTANT I

Employment Opportunities Designed to Help Us Collaborate in Creation!

ADMINISTRATIVE ASSISTANT I

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

• Answers and screens phone calls, takes messages, and makes appropriate referrals. May review the administrator’s email. Responds 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.
• Attends meetings as requested, transcribes, and distributes meeting minutes.
• Maintains the Director’s, Assistant Director’s, Clinical Veterinarian’s, and Lead Tech’s calendars, including scheduling meetings, arranging appointments, and coordinating travel arrangements.
• Responsible for the purchase of all departmental supplies and equipment, including drugs, caging, food, bedding, specialized cleaning supplies, and equipment.
• Interviews vendor agents and representatives, investigates, and recommends regular and alternate sources.
• Promotes and maintains good business relationships with vendors, special handlers, and shippers.
• Contacts vendors to expedite delivery or purchases, approve accepted substitutes, correct invoice errors, negotiate proper credits and adjustments, and obtain satisfactory arrangements.
• Arranges shipments of animals to and from non-commercial and other institutions, including foreign sources.
• Obtains and screens animal health reports from sources and reports any health problems to the Clinical Veterinarian and Veterinary Diagnostic Lab Coordinator for approval for shipment.
• Researches any special needs, such as material transfer agreements, contracts, and import/export documents, to ensure that all federal, state, and institutional regulations and policies are met.
• Performs 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 Power Point, Basic Keyboarding Skills, Outlook, Lawson. – With on-the-job experience, must display knowledge of the departmental protocol tracking system.

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. 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…