Executive Administrative Assistant
: Job Details :

Position Details Job Title: EXECUTIVE ADMIN ASSISTANT Position Number: 8150168 Job Category: University Staff Job Type: Full-Time FLSA Status: Non-Exempt Campus: Maywood-Health Sciences Campus Department Name: STUDENT AFFAIRS Location Code: STUDENT AFFAIRS SSOM (06412A) Is this split and/or fully grant funded? : No Duties and Responsibilities: -Covers front desk operations for the Office of Student Affairs -Serves as a critical point for communication with the Associate and Assistant Deans and Assistant Directors -Greets and directs visitors, answers the phone and takes messages, messages, responds to direct requests for information and forwards messages to appropriate staff -Responsible for organizing and managing the Associate and the Assistant Deans calendar -Performs administrative duties while dealing with highly confidential student material and issues -Coordinates internal and external meetings and events -Responsible for a year-round role in the Medical Student Performance Evaluation ( MSPE or Deans Letter) project. This complex role involves the prepping of thousands of M3 clinical evaluations to drop into the MSPE. -Works closely with IT staff to complete the annual MSPE project -Produces documents pertinent to Match Day, Honors Day, and Graduation events -Drafts/edits reports and correspondence -Tracks and submits documentation for expenses and Procard charges -Communicates daily with University administrators, staff, and faculty to assist in answering inquiries -Edits documents to prepare them for publishing/distribution -Arranges programs, events, or conferences by reserving spaces and services, issuing information or invitations, coordinating speakers -Provides extensive administrative support for various projects and programs, including project planning, creating, printing, and distributing materials, coordinating expenses and reimbursements, etc. -Takes minutes and action items at departmental meetings and conducts follow-up on these activities -Provides meeting support and functions as secretary to key SSOM committees (i.e., Academic Review and Intervention Committee ( ARIC ), Scholarship and Awards, Longitudinal Outcomes Committee ( LOC ) and Student Promotions Committee ( SPC )) -Oversees the management of office supplies, including purchasing, organization, inventory, issuance, and storage of supplies -Provide essential support in implementing, maintaining, and creating student surveys for quality assurance purposes -Provides general support for numerous Student Affairs events -Performs other duties and responsibilities as assigned Minimum Education and/or Work Experience: Bachelors degree and at least five years of related experience required. Experience in higher education strongly preferred. Qualifications: Required Qualifications -Strong understanding of academic policies and procedures -Experience working with culturally diverse student body and demonstrated experience working with students and faculty -Highly motivated, flexible, adaptable, and service-oriented with strong collaborative skills for teamwork and consensus building among staff, faculty, and students -Ability to work in a fast-paced, ever-changing daily environment while remaining goal-oriented -Excellent oral and written communication skills -Ability to work independently and cooperatively with others -Excellent time management skills -Ability to set priorities and multi-task -Ability to learn and innovate as the needs of university and higher education evolve -Strong organizational skills are essential -Tech-savvy Preferred Qualifications -Familiarity with Stritch School of Medicine and Loyola University Chicago policies and procedures -Medical school student affairs and student life experience Certificates/Credentials/Licenses: Bachelors degree required with 5-10 years of related experience in higher education setting Computer Skills: Proficient in Microsoft Office (Word, Excel, Outlook). 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: Close Date: Special Instructions to Applicants: Diversity and Inclusion Statement: Diversity, Equity, and Inclusion As one of the nations largest Jesuit, Catholic universities, Loyola University Chicago fosters a transformative cultural experience that honors diversity, equity, and inclusion. We are committed to not only recruiting, but also retaining a diverse, mission driven workforce and enabling a culture of inclusiveness in an environment that values service excellence, stewardship, personal well-being, and professional development for all of our employees. Loyola University Chicago supports its staff and faculty with a wide array of affordable, comprehensive and competitive benefits centered on health and wellness, financial security, equity, and work-life balance. We actively seek those who wish to join our faculty, staff, and students in a community of diverse opinions, perspectives, and backgrounds supporting our Jesuit mission and striving toward the same goal of being persons for and with others. Quick Link for Posting: