Executive Administrative Assistant
Loyola University Chicago
Chicago, IL
Full-time
Administration / Clerical
Posted on June 17, 2023
Position Details
Position Details
Job Title
Executive Administrative Assistant
Position Number
8101488
Job Category
University Staff
Job Type
Full-Time
FLSA Status
Non-Exempt
Campus
Chicago-Water Tower Campus
Department Name
SCHOOL OF SOCIAL WORK
Location Code
SCHOOL OF SOCIAL WORK (02800A)
Is this split and/or fully grant funded?
No
Duties and Responsibilities
The Executive Assistant to the Dean for the School of Social Work will provide advanced administrative support to the Dean by performing complex, varied and confidential administrative and financial functions supporting the College's strategic priorities. The Executive Assistant to the Dean will be a strong, positive collaborative presence for the School's faculty, staff, & students. Duties include, but are not limited to:
• Provide advanced executive administrative-support to the Dean for the School of Social Work (SSW) and serve as the Dean's Office liaison to other staff members regarding correspondence, scheduling, general office procedures and projects related to the work of SSW; interact regularly and diplomatically with a diverse group of internal and external callers and visitors; manage monthly faculty/staff meetings for the Dean's Office; compose and distribute correspondences, notices, forms, calendars, manuals, presentations, brochures and other related materials; take minutes of meetings, when appropriate;
• Provide support for budget and personnel management for the college; assist the Dean the Budget Manager and Assistant Dean for Administration regarding budgetary and personnel matters;
• Manage the executive calendar for the Dean, Associate Deans and Assistant Dean for Administration, including scheduling both on and off campus appointments and meetings, in collaboration with various university departments, committees, boards and external contacts; prepare meeting agenda(s) and background material for all meetings; execute appropriate follow through on meetings and appointments, as necessary, including meeting notes and minutes; provide proactive meeting set-up for the Dean, including locating conference rooms, audio-visual equipment and coordinating meeting materials;
• Prepare, respond and assist in the decision making of confidential correspondence and or documents in a timely manner to meet the needs of internal and external customers in accordance with university policies and procedures; research, compile, summarize and analyze information to formulate correspondence and respond to various inquiries for internal and external clients; manage confidential communications and activities between the Dean and other senior leaders, ensuring that items requiring attention and follow-up are dealt with in a timely fashion;
• Serve as primary contact for the Provost's Office, Academic Affairs and Administration and Finance, as well as the University President's Office and other university departments and external organizations and individuals;
• Manage the travel plans and expenses for the Dean; process travel plans, including assisting in securing airfare and hotel accommodations and prepare and process appropriate paperwork associated with travel; reconcile travel and expense transactions and reimbursements in accordance with university policies; manage all ProCard transactions for the Dean;
• Attend with the Dean or as a representative of SSW Dean's Office internal (BUS/GSCB/Search Committees) and external meetings (NADD/SSWR/BPD/CSWE/NASW) and special events; provide follow-up details with outstanding issues and manage the communication process by taking minutes and tracking necessary next steps; work with other departmental staff to coordinate action on assigned tasks;
• Manage and coordinate all aspects of event planning for the Dean's Office; communicate with faculty, administrators and other respective attendees regarding their participation in and/or attendance at events, both on and off campus and coordinate schedules; communicate with outside vendors concerning the provision of services for events, including negotiating prices, executing contracts and overseeing activities to ensure that services are fulfilled;
• Manage and provide assistance towards reaffirmation of degrees with National Accreditation Bodies.
• Provide assistance to the Assistant Dean of Assessment for the course evaluation process, including the collection of completed evaluation packets ensuring confidentiality of the collected materials;
• Performs other duties as assigned.
Minimum Education and/or Work Experience
Must have completed college and at least five years of related experience. Experience in higher education strongly preferred. Excellent communication and organizational skills are required.
Qualifications
Bachelor's Degree and three-five years of administrative assistant experience, which includes experience in providing high-level administrative support and support for special projects and confidential work, preferably in a higher education setting, is required. Experience with planning special events is required.
Specific Knowledge, Values, & Skills:
• Knowledge of the principles and practices of office management;
• Knowledge of software applications, including office software and database management;
• Knowledge of the types and applications of office filing systems, both physical and electronic;
• Knowledge of and ability to perform online searches and conduct online research;
• Ability to manage complex administrative tasks and functions independently;
• Ability to prioritize work and make independent decisions regarding procedures and operations;
• Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned activities;
• Ability to write concisely, express thoughts clearly and develop ideas in a logical sequence;
• Ability to deal tactfully resolving any problems that arise by using independent judgment;
• Ability to follow guidelines, procedures, and written and oral instructions;
• Ability to establish and maintain professional working relationships with colleagues and be thoughtful of multicultural environment;
• Ability to plan and organize work for various functions;
• Ability to develop effective office work procedures;
• Ability to work effectively as part of a team, with both academic leaders, as well as administrative staff to accomplish assigned tasks;
• Ability to work with minimum supervision and show initiative;
• Ability to research and navigate social media;
• Ability to exercise discretion in handling highly confidential information and work with confidential and time sensitive materials;
• Ability to exercise sound judgment;
• Ability to multi-task and prioritize tasks while respecting multiple deadlines;
• Strong written and oral communication skills;
• Strong analytical, organizational, interpersonal and problem solving skills, with strong attention to detail;
• Strong professional integrity;
• Strong commitment to customer service.
Certificates/Credentials/Licenses
None
Computer Skills
Proficiency with MS Office Suite, Internet and email applications.
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
03/03/2023
Close Date
Special Instructions to Applicants
Loyola University Chicago
As one of the nation's 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. 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.
Diversity, Equity, and Inclusion
As one of the nation's 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
https://www.careers.luc.edu/postings/23947
Supplemental Questions
Required fields are indicated with an asterisk (*).
Required Documents
Position Details
Job Title
Executive Administrative Assistant
Position Number
8101488
Job Category
University Staff
Job Type
Full-Time
FLSA Status
Non-Exempt
Campus
Chicago-Water Tower Campus
Department Name
SCHOOL OF SOCIAL WORK
Location Code
SCHOOL OF SOCIAL WORK (02800A)
Is this split and/or fully grant funded?
No
Duties and Responsibilities
The Executive Assistant to the Dean for the School of Social Work will provide advanced administrative support to the Dean by performing complex, varied and confidential administrative and financial functions supporting the College's strategic priorities. The Executive Assistant to the Dean will be a strong, positive collaborative presence for the School's faculty, staff, & students. Duties include, but are not limited to:
• Provide advanced executive administrative-support to the Dean for the School of Social Work (SSW) and serve as the Dean's Office liaison to other staff members regarding correspondence, scheduling, general office procedures and projects related to the work of SSW; interact regularly and diplomatically with a diverse group of internal and external callers and visitors; manage monthly faculty/staff meetings for the Dean's Office; compose and distribute correspondences, notices, forms, calendars, manuals, presentations, brochures and other related materials; take minutes of meetings, when appropriate;
• Provide support for budget and personnel management for the college; assist the Dean the Budget Manager and Assistant Dean for Administration regarding budgetary and personnel matters;
• Manage the executive calendar for the Dean, Associate Deans and Assistant Dean for Administration, including scheduling both on and off campus appointments and meetings, in collaboration with various university departments, committees, boards and external contacts; prepare meeting agenda(s) and background material for all meetings; execute appropriate follow through on meetings and appointments, as necessary, including meeting notes and minutes; provide proactive meeting set-up for the Dean, including locating conference rooms, audio-visual equipment and coordinating meeting materials;
• Prepare, respond and assist in the decision making of confidential correspondence and or documents in a timely manner to meet the needs of internal and external customers in accordance with university policies and procedures; research, compile, summarize and analyze information to formulate correspondence and respond to various inquiries for internal and external clients; manage confidential communications and activities between the Dean and other senior leaders, ensuring that items requiring attention and follow-up are dealt with in a timely fashion;
• Serve as primary contact for the Provost's Office, Academic Affairs and Administration and Finance, as well as the University President's Office and other university departments and external organizations and individuals;
• Manage the travel plans and expenses for the Dean; process travel plans, including assisting in securing airfare and hotel accommodations and prepare and process appropriate paperwork associated with travel; reconcile travel and expense transactions and reimbursements in accordance with university policies; manage all ProCard transactions for the Dean;
• Attend with the Dean or as a representative of SSW Dean's Office internal (BUS/GSCB/Search Committees) and external meetings (NADD/SSWR/BPD/CSWE/NASW) and special events; provide follow-up details with outstanding issues and manage the communication process by taking minutes and tracking necessary next steps; work with other departmental staff to coordinate action on assigned tasks;
• Manage and coordinate all aspects of event planning for the Dean's Office; communicate with faculty, administrators and other respective attendees regarding their participation in and/or attendance at events, both on and off campus and coordinate schedules; communicate with outside vendors concerning the provision of services for events, including negotiating prices, executing contracts and overseeing activities to ensure that services are fulfilled;
• Manage and provide assistance towards reaffirmation of degrees with National Accreditation Bodies.
• Provide assistance to the Assistant Dean of Assessment for the course evaluation process, including the collection of completed evaluation packets ensuring confidentiality of the collected materials;
• Performs other duties as assigned.
Minimum Education and/or Work Experience
Must have completed college and at least five years of related experience. Experience in higher education strongly preferred. Excellent communication and organizational skills are required.
Qualifications
Bachelor's Degree and three-five years of administrative assistant experience, which includes experience in providing high-level administrative support and support for special projects and confidential work, preferably in a higher education setting, is required. Experience with planning special events is required.
Specific Knowledge, Values, & Skills:
• Knowledge of the principles and practices of office management;
• Knowledge of software applications, including office software and database management;
• Knowledge of the types and applications of office filing systems, both physical and electronic;
• Knowledge of and ability to perform online searches and conduct online research;
• Ability to manage complex administrative tasks and functions independently;
• Ability to prioritize work and make independent decisions regarding procedures and operations;
• Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned activities;
• Ability to write concisely, express thoughts clearly and develop ideas in a logical sequence;
• Ability to deal tactfully resolving any problems that arise by using independent judgment;
• Ability to follow guidelines, procedures, and written and oral instructions;
• Ability to establish and maintain professional working relationships with colleagues and be thoughtful of multicultural environment;
• Ability to plan and organize work for various functions;
• Ability to develop effective office work procedures;
• Ability to work effectively as part of a team, with both academic leaders, as well as administrative staff to accomplish assigned tasks;
• Ability to work with minimum supervision and show initiative;
• Ability to research and navigate social media;
• Ability to exercise discretion in handling highly confidential information and work with confidential and time sensitive materials;
• Ability to exercise sound judgment;
• Ability to multi-task and prioritize tasks while respecting multiple deadlines;
• Strong written and oral communication skills;
• Strong analytical, organizational, interpersonal and problem solving skills, with strong attention to detail;
• Strong professional integrity;
• Strong commitment to customer service.
Certificates/Credentials/Licenses
None
Computer Skills
Proficiency with MS Office Suite, Internet and email applications.
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
03/03/2023
Close Date
Special Instructions to Applicants
Loyola University Chicago
As one of the nation's 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. 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.
- With more than 4,000 employees at four different campuses, Loyola University Chicago strives for a diverse work environment that values service excellence, stewardship, personal well-being, and professional development.
- Loyola University Chicago supports its employees with a wide array of benefits centered around health and wellness, financial security, and work-life balance. These included, but are not limited to, medical/dental/visions insurance, tuition remission and exchange programs for employees, legally domiciled adults, and/or their dependents, parental leave, housing assistance, and many other benefits.
- The University offers an easy way to save for retirement through the Loyola University Chicago Defined Contribution Retirement Plan (DCRP), a 403(b) plan, with up to a 10% contribution.
- Forbes recently recognized Loyola as a Best Employer for Diversity, Best Employer for Women, and Best Midsize Employer in 2022.
Diversity, Equity, and Inclusion
As one of the nation's 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
https://www.careers.luc.edu/postings/23947
Supplemental Questions
Required fields are indicated with an asterisk (*).
- How did you hear about this employment opportunity?
- Public Job Posting
- Internal Job Posting
- Agency Referral
- Advertisement/Publication
- Personal Referral
- Website
- Other
- Why do you want to work for Loyola?
(Open Ended Question) - Do you have a Bachelors degree?
- Yes
- No
- Do you have three to five years of administrative assistant experience, which includes experience in providing high-level administrative support and support for special projects and confidential work?
- Yes
- No
Required Documents
- Resume
- Cover Letter/Letter of Application