Receptionist and Administrative Assistant

Overview

Who We Are:

National Louis is a 135+ year old university that has been grounded in the values of innovation, access, excellence, and equity from its inception. As an institution, we believe in providing access to educational opportunity and that education is our greatest lever for social and economic mobility. We are a student-focused community that is committed to continuous improvement and superior student service.

We believe that through education we are able to empower change and build healthy communities. Our hard-working community is based on collaboration and respect for all team members and students.

What You Will Do:

This Receptionist and Administrative Assistant position provides support for campus administration, enrollment specialists, students and faculty. Oversees daily clerical activity at the Center including processing paperwork for group starts (including all paperwork and reservations for off‑site locations), classroom reservations, interaction with building management, and other local vendors.

Individual Campus Support

• Daily campus operations – room scheduling; coordinate meetings; purchasing; receiving and distributing mail; process invoices; expense reporting; office supply inventory and ordering; maintenance requests (overtime air, trash removal, etc.); maintain campus files; general student and faculty support (tech support, material checkouts, exam proctoring, etc.); create communications (emails, flyers, signage, etc.) for campus operations, programs and events

Department and Programmatic Support

• Textbooks - collect, review, and update textbook information for all Tampa Campus Programs; maintain internal database of textbooks
• Programmatic Support - data entry and support for programmatic systems; assist in maintaining program files and data; build cohort calendars and registration forms, support program chairs for on‑campus residencies
• Maintain and process student dissertation proposal and defense paperwork (registrar support), process contract payments for dissertation committee members (contracts support)
• HR Support – Process I-9 paperwork and document verification for new employees, faculty, and adjuncts
• Course Scheduling – coordinating with program chairs for schedules, submitting schedules to be built, troubleshoot schedule errors, create Course by Arrangement (CBAs)

Team Support

• Event Organizing and Residency Support
  • Coordinating with students/faculty/staff to organize meetings or events for university wide groups (administration, residencies, etc.), student lead organizations, or outside groups, etc.
  • Secure quotes and make payments for events: food, venues, services, etc.
  • Event set up and break down (shopping, purchasing, restock and clean up, etc.
• Commencement and Alumni Happy Hour Support
  • Coordinating with vendors (flowers, photographers, regalia, printers, swag items, food, etc.)
  • Collect, track and maintain graduate data
  • Create, manage and distribute Florida Commencement communications, manage FL commencement email address
  • Event set up and break down (shopping, purchasing, restock and clean up, etc.)

• Associate's Degree. preferred
• 6 months previous experience in administrative, office, or customer service. Experience with event and project management a plus.
• Experience working in higher education would be a plus
• Strong written, verbal and interpersonal skills
• Strong attention to detail and organizational skills
• Proficient with Microsoft Office (Word, Excel, PowerPoint, etc.)

NLU Inclusion Statement:

National Louis University is deeply committed to serving its community, advancing access and equity, and ensuring that all individuals are welcomed and valued. We are dedicated to fostering a culture where diversity, equity, and inclusion remain at the core of who we are. These are more than just words to us: they are truly a way of life for the NLU community.

We recognize that differences in abilities, age, ethnicity, gender (identity and expression), race, religion, sexual orientation, socio‑economic status, and background bring richness to our work environment. We affirm diverse perspectives, innovative contributions, and authentic…