This position will provide administrative support to the Quinlan School of Business by performing various duties and handling multiple tasks for academic advising, programs and Departments as assigned.
Duties and Responsibilities:
Undergraduate Program Support:
- Provide front desk reception support for the undergraduate program team.
- Respond to phone calls, emails and walk in questions from students, faculty, and staff.
- Keep electronic student files up to date and accurate.
- Help students use electronic systems to make appointments with advisors.
- Support student registration as needed.
- Assist in managing the advising team schedule and availability.
- Prepare and send correspondence to students on matters such as Dean’s list, internal transfers, academic status, graduation audits, and graduation.
- Coordinates graduation applications.
- Create surveys/forms and track/analyze students’ responses.
- Collaborate with the Academic and Faculty Affairs Coordinator to support the Double Degree Program.
- Manage daily office operations that include but are not limited to:
- Providing general administrative support to undergraduate deans and advising team
- Scheduling space for advising team meetings
- Maintaining and ordering office supplies
- Processing mail
- Coordinating external shipping
Academic Department Support:
- Serve as the front-line single point of contact for faculty of two assigned academic Departments (currently Accounting and Marketing).
- Provide first level support, direction, and advice on academic and faculty affairs processes.
- Fulfill academic support functions that include, but are not limited to:
- Ordering textbooks and other resources
- Preparing, formatting and copying of course materials
- Sourcing course supplies as needed
- Processing completed student exams via machine, such as Scantron or ParScore
- Arranging space for students to take make up exams and proctor make up exams
- Posting faculty office hours
- Processing invoices, payments and expense reports for Department faculty
- Serve as event coordinator for Department needs, which includes:
- Working with faculty representative to gather event information
- Securing room reservations
- Coordinating with building staff for set up requirements
- Schedule needed technology requirements
- Arranging catering set up and clean up
- Making travel and accommodation arrangements for guests
- Receiving guests on day of event, if needed
Other Required Tasks:
- Submit monthly purchasing card reconciliation.
- Adhere to university deadlines (time keeping system, training programs, etc.).
- Assist with special events (i.e. May Commencement).
- Provide back up support to other Quinlan assistants and coordinators.
- Other duties as assigned.
About Loyola University Chicago
Loyola University Chicago (Loyola or LUC) is a private Catholic research university in Chicago, Illinois. Founded in 1870 by the Jesuits, Loyola is one of the largest Catholic universities in the United States. Loyola's professional schools include programs in medicine, nursing, and health sciences anchored by the Loyola University Medical Center.
Comprising eleven colleges and schools, Loyola offers over 80 undergraduate and 140 graduate/professional programs and enrolls approximately 16,000 students. Loyola has six campuses across the Chicago metropolitan area, as well as a campus in Rome and guest programs in Beijing and Ho Chi Minh City. The flagship Lake Shore Campus is on the shores of Lake Michigan in the Rogers Park and Edgewater neighborhoods of Chicago, eight miles north of the Loop.
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