Office Administrator

Office Administrator

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/

www.luc.edu/transformativeed

Position Details

Job Title - OFFICE ADMINISTRATOR

Position Number - 8101354

Work Modality
- Fully In-Person

Is this request for the creation of a new Position (or the modification of an existing Position) to temporarily support the Work Day ERP? - No

Job Category
- University Staff

Job Type
- Full-Time

FLSA Status
- Non-Exempt

Campus
- Rogers Park-Lake Shore Campus

Department Name - GLOBAL & COMMUNITY ENGAGEMENT

Location Code - GLOBAL & COMMUNITY ENGAGEMENT

Is this split and/or fully grant funded? - No

Duties and Responsibilities
- The Office Administrator provides comprehensive administrative and operational support for the Office of Global Engagement (OGE). The position serves as a primary point of contact for students, faculty, staff, families, partner institutions, and other stakeholders while coordinating front-office operations, student program administration, system and financial tasks, events, and general office functions.

Office Operations

Triage, respond, and manage general phone, email, and in-person inquiries from a variety of stakeholders, including students, faculty, parents, partner institutions, administrators, and OGE email accounts.

Responsible for management of reception area functions and systems while providing a high level of customer service.

Assists in scheduling student appointments and manages walk-in traffic to the office.

Helps in the management of relevant listservs, mailing lists, surveys, newsletters.

Assists in assembling and processing mailings related to the office.

Maintains office supplies and resource library materials, submitting orders to replenish these items periodically.

Provides administrative support for OGE websites and digital content, including updating webpages, maintaining accurate and current program information, and assisting with content management and routine website updates.

Processes payroll, financial, and human resource tasks, including Kronos timecards for student workers; monthly pro-card reconciliations; check requests; EFT form submissions; reimbursement forms; and employment-related processes such as the submission and updating of ePAFs.

Assists in data preservation and documentation efforts, including use of systems such as Docfinity and Terra Dotta.

Assists in report generation and printing requests as needed.

Student Employee Supervision

This position is the primary manager of front-desk operations for the office, ensuring constant in-person presence to handle walk-in traffic to the office via the management of student workers, or in the absence of student workers, by the position itself.

Coordinates the hiring and staffing of front desk student staff and provides onboarding and ongoing training throughout the year.

Provides daily supervision of front desk student staff, ensuring accurate, timely, and customer-service-oriented work, and notifies OGE leadership when issues arise.

Student and Program Administration

Provides primary administrative support for both inbound and outbound students, including application and process status verification.

Assists in general administration of the Ricci Scholars Program, including managing student data; collecting, tabulating, and reporting program evaluations and demographic data; coordinating registration; monitoring student billing, financial aid, and scholarship disbursements; supporting immigration document processing; and following up with students as needed.

Provides administrative support for study abroad programs and students, including processing and monitoring student billing and payments; coordinating program payments and invoices with vendors and partner institutions; reviewing, processing, maintaining, and routing transcripts; and maintaining accurate student and program records and related data.

Responds to and triages initial inquiries received through the study abroad email account, providing general information and directing students to appropriate resources or staff; communicates and coordinates with students, faculty, staff, vendors, partner institutions, and other stakeholders to…