Office Manager

Office Manager

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 .edu/mission/. For information about the university's focus on transformative education, they should consult our website .edu/transformativeed.

Job Title - OFFICE MANAGER

Position Number - 8101630

Work Modality
- Fully In-Person

Job Category
- University Staff

Job Type
- Full-Time

FLSA Status
- Exempt

Campus
- Rogers Park-Lake Shore Campus

Department Name - CTR FOR CATHOLIC INTEL HERIT

Location Code - CTR FOR CATHOLIC INTEL HERIT (02005B)

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

Duties and Responsibilities
- AssistsCCIHDirector and Associate Director in preparation, review and management of annualCCIHbudget. In consultation withCCIHDirector and Associate Director, prepares, manages, and executes allCCIHstanding events and programs—and their associated websites calendars, and databases. Manages and completes all single event budgets—pays honoraria, travel, program expenses—for approximately 24

CCIHevents held annually (approx. 12 programs per semester). Produces direct reports for these 24 programs toCCIHDirector andCASDean. Events include:
Major 2-3 day academic conferences (one each semester) Day long symposia and colloquia (2-4 each semester) Annual Lecture Series (two each semester) Panel Discussions/colloquia (1-2 each semester) Publication luncheons and Award Banquets (2 each semester) Catholic Studies Events (1-2 each semester) Faculty Reading Groups (1 each semester) Faith in Focus Film Series (1-2 each semester) Summer Institute for Graduate Students and Grant Bearing projects Various Zoom events Other events as needed.

Initiates all budget transfers/processes with various university departments, and monitors expenditures, follow-up, and problem resolution. Process and verify payment of invoices on a timely basis; maintain an accurate file system of paid invoices Initiate all budget transfers Communicate with supplier/vendors concerning errors or questions on invoices Review monthly budget reports and resolve discrepancies as needed Manages and processes all annual faculty and student research grant and gift accounts from theCCIHendowments Review, approves, and maintains record of Pro-Card charges, determines chargeable account, and changes records accordingly.

Serves as point person for speakers, conference attendees, and guests. Initiates, executes, and confirms payment for travel, lodging, and other logistics as needed. Secures room reservation and manages spaces for allCCIHevents Organizes catering for allCCIHevents. Secures and manages allCCIHfilming and web/mixed media production for events. AssistsCCIHDirector and Associate Director with Webpage Content. Manages uploading and supervisesCCIHWebpage content, design, and traffic.

SupervisesCCIHsocial media content, design, and traffic. In coordination withCCIHDirector, supervisory management of undergraduate graduate student workers— delegation of labor and tasks, project management, help and assistance, and completion of tasks if needed; collaborates with graduate student worker and consultants under the umbrella of theCCIH. Prepares, manages and approvesKRONOStimecards for staff; communicates information to students/employees regarding payroll, and other HR issues.

Ensures that HR has appropriate documentation to pay students, graduate student workers, and semester-long Catholic Studies Visiting Fellows. Coordinates logistics (with Associate Director andGSA) forCCIHFaculty Research Groups. AssistsCCIHDirector and Director of Catholic Studies in…