Administrative Assistant

Administrative Assistant

8100885

Fully In-Person

University Staff

Full-Time

Non-Exempt

Rogers Park-Lake Shore Campus

FINE AND PERFORMING ARTS

FINE AND PERFORMING ARTS (02105A)

No

The Administrative Assistant supports the academic and operational functions of the Department of Fine and Performing Arts (DFPA) at Loyola University Chicago. Reporting to the Chairperson, this position works closely with faculty, staff, and students to facilitate daily operations and ensure the smooth running of academic programs. Key responsibilities include supporting departmental leadership, managing academic records and scheduling, overseeing the main office, coordinating hiring processes, providing training and support on digital platforms, and serving as the department's liaison to other university offices.

• 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.

• 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.

• 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.

• 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.

• In conjunction with the Managing Director, coordinate hiring and onboarding of departmental student workers.
• conducts recruitment, onboarding, and hiring for roughly 100 students annually
• Communicate with student worker supervisors to arrange hiring and access to UKG
• Updates and maintains DFPA Student…