ADMINISTRATIVE ASSISTANT

Essential Duties and Responsibilities

Supervision and Customer Service Communication
- Recruits, selects, trains and supervises work study students in the central office.
- Holds either monthly or bi-monthly training sessions related to customer service and job skills development in conjunction with other office administration staff for all student assistants.
- Completes employment paperwork for student workers in accordance with federal regulations and Human Resource's hiring policies and procedures.
- Serves as a receptionist, providing housing information, general assistance and customer service to students, parents, faculty, staff, and alumni who contact the department for assistance and information.
- Manges the supervision of central office front desk operations, including: overall office appearance and function, customer service, information hotline, work order requests, bulk mailings, package and mail services, etc.

Residence Life Functions
- Provides support and clerical assistance for all functions related to residence hall programmatic services.
- Coordinates the processing of all incoming department mail and documentation to ensure delivery and processing.
- Coordinates and maintain the scheduling of Residence Life meeting rooms.
-Coordinates and maintains the calendar for the Assistant Vice President and Director of Residence Life
- Maintains a calendar of Residence Life programs, events, and operations activities.
- Assists in the creation of weekly reports for the Assistant Vice President and Director of Residence Life detailing programming, Residence Life meeting room usage and activities related to residence life services.
- Assists the Assistant Vice President and Director of Residence Life with the preparation of reports for various institutional committees and departments
- Represents Residence Life at Discover Loyola Resource Fair.
- Assists with the management of the move-in volunteer process.

Administration
- Provides administrative support for the Director of Residence Life, Associate Directors, and Assistant Directors
- Provides administrative support including agenda preparation and note taking for the Department of Residence Life Department meetings.
- Schedules appointments and coordinate follow up meetings for the Assistant VIce President and Director of Residence Life.
-Serve annually on a Residence Life departmental committeee.
- Maintains the department e-mail account, responding directly to e-mail inquiries and/or forwarding them to the appropriate person for a response.
- Assists with departmental mailings to students regarding housing and food service operations.
- Provides general clerical support.
- Serves on Division of Student Development Committees as needed.
- Performs other duties as assigned by the departmental leadership team.

High school diploma or equivalent and one to three years of relevant experience; some positions may require additional experience.

- Must have an understanding of and appreciation for the Jesuit mission of Loyola University Chicago.
- College degree required; residence life experience preferred.
- Previous experience in a clerical position in an office environment required.
- Excellent customer service skills required.
- Ability to work in a fast-paced environment, handle multiple projects, and meet established deadlines.
- Appreciation for diversity and ability to work effectively in a diverse, team-oriented environment.
- Good verbal and written communications skills.

None

- Proficiency with Internet and email applications.
- Demonstrated proficiency in the use of Microsoft Office software (Word, Excel).
- Knowledge of Mercury 3 Resident Management Services ( RMS) housing module preferred.
- Skills and experience in the use of computer and information systems.
- Data entry and records management experience required.

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

Founded in 1870, Loyola University Chicago is one of the nation's largest Jesuit, Catholic universities, recognized for its academic excellence, commitment to community engagement, and leadership in sustainability. A Carnegie R1 research institution, Loyola leverages its status as one of an elite group of universities with the highest level of research activity to advance knowledge that serves communities and creates global impact. With 15 schools, colleges, and institutes-including Business, Law, Medicine, Nursing, and Health Sciences-Loyola operates three primary campuses in the greater Chicago area and one in Rome, Italy, that provide students a transformative, globally connected learning experience. Consistently ranked among the nation's top universities by U.S. News & World Report, Loyola is a STARS Gold-rated institution that is ranked as one of the country's most sustainable campuses by The Princeton Review and has earned distinctions from AmeriCorps and the Carnegie Foundation for its longstanding record of service and community engagement. Guided by its Jesuit mission and commitment to caring for the whole person, Loyola educates ethical leaders who think critically, act with purpose, and strive to create a more just and sustainable world.

Loyola University Chicago strives to be an employer of choice by offering its staff and faculty a wide array of affordable, comprehensive, and competitive benefits. To view our benefits in detail, click here.

Loyola adheres to all applicable federal, state, and/or local civil rights laws and regulations prohibiting discrimination in private institutions of higher education. Please see the University's Nondiscrimination Policy.