Administrative Assistant

Position: ADMINISTRATIVE ASSISTANT
Position Details

Job Title ADMINISTRATIVE ASSISTANT Position Number 8101932 Work Modality Hybrid - 4 In-Person Job Category University Staff Job Type Full-Time FLSA Status Non-Exempt Campus Maywood-Health Sciences Campus Department Name SCHOOL OF NURSING Location Code SCHOOL OF NURSING (02400A) Is this split and/or fully grant funded? No Duties and Responsibilities

Position Overview

This position provides administrative support to the Marcella Niehoff School of Nursing (MNSON) with tasks and duties as assigned by the Director of Administrative Operations. The School of Nursing has programs based at the Health Sciences Campus in Maywood, IL and the Lake Shore Campus in the Rogers Park neighborhood of Chicago, IL.

Essential Job Functions

* Coordinate student and special events e.g. DNP immersion weekends, guest speakers, preceptor and community partner events, and faculty and staff events including room reservations/space rental, catering, supplies, materials, invitations, RSVP tracking, Zoom and webinar session setup. Provide on-site assistance.

* Reserve classrooms and conference rooms for student class meetings and events

* Exhibiting polite and professional communication, greet students and other visitors, answer and direct incoming telephone calls and emails to the general MNSON inbox, and respond to requests for information regarding MNSON programs, education verification from alums and transfer applications

* Arrange travel (flight, hotel, ground transportation, conference registration) for MNSON students, faculty, and staff, track faculty professional development fund usage

* Maintain a Procard/reconcile monthly Procard charges for travel, supply purchases and vendor payments

* Provide general office support to administrators, faculty, and staff including referring to resources and supplies, assisting with equipment, and managing shared offices and conference spaces. Organize supplies and common office spaces.

* Provide support to faculty and staff with expense reimbursements, payment requisitions, purchase orders via Lawson, printing requests including business cards, document preparation, and facilities requests. Process payments to vendors and nursing organizations related to MNSON operational needs.

* Assist with the onboarding of new faculty and staff members: orders keys, computers, equipment and supplies; arrange for a telephone number.

* Manage furniture and computer inventory, complete annual inventory verification

* Provide support to MNSON committees including scheduling meetings using Outlook Calendar, drafting agendas and meeting minutes, posting and organizing documents for the committee to access using Microsoft SharePoint. Support meeting logistics using Zoom and other tools as needed.

* Collect payments and manage accounting for MNSON led international experiences

* Assist with scheduling and completion of Loyola's personal identifiable information scan for all faculty and staff computers.

* Prepare and submit university deposits

* Open and distribute mail, prepare items for UPS and Fed Ex, and coordinate package pick-up and delivery

* Provide back-up for the Executive Assistant to the Dean other administrative assistants as needed

* Perform other related duties as required or assigned

Special Instructions:

Review of applications will begin in January 2025 and will continue until the position is filled. Applicants are asked to submit (1) a cover letter describing interest in and qualifications for the position, (2) resume, and (3) the names and contact information of three individuals prepared to provide professional references (references will be contacted for finalists only).

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

* Good communication, organization and interpersonal skills required

* Ability to work effectively individually and as part of a team

* Ability to adapt to change and pivot based on MNSON priorities

* High school diploma or equivalent and a minimum of three years of relevant experience, bachelor's degree in a related field preferred

* Previous office experience required, experience in an administrative position preferred

Certificates/Credentials/Licenses

n/a

Computer Skills

Demonstrate proficiency with Microsoft Office suite (Word, Excel, Outlook, One Drive, SharePoint, etc.)

Supervisory Responsibilities No Required operation of university owned vehicles No Does this position require direct animal or patient contact? No Physical Demands None Working Conditions None Open Date 01/12/2026 Close Date Position Maximum Salary or Hourly Rate $52,707/ann Position Minimum Salary or Hourly Rate $45,000/ann 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…