The Administrative Coordinator is a full-time Position that provides essential support to the Office of Admissions at Loyola University SSOM. This role ensures the smooth operation of daily office functions and contributes to the overall success of admissions processes and events. The ideal Candidate is highly organized, proactive, and possesses strong interpersonal and communication skills. This Position requires flexibility, a detail-oriented mindset, and the ability to work collaboratively with Staff, Students, and Candidates.
- Hours are Monday - Friday, 8:30AM - 5:00PM.
- The Position is within the Loyola University Stritch School of Medicine located in Maywood, IL.
General Office Duties
- Manage phones, voicemail, walk-in visitors, and email inquiries professionally and efficiently.
- Maintain inventory for office supplies, promotional swag, and event materials.
- Refill candy jars and monitor the organization of shared spaces.
- Oversee interview day, EAC meeting preparation, and student support item inventories.
- Manage Office of Admissions calendar; assist in calendar development for interviews and other events.
- Provide office coverage during staff recruitment or absences as needed.
- Escort Candidates to appointments and assist with Admission-related errands (e.g., maps, tours, training).
- Coordinate food preparation, setup, and cleanup for events, and maintain refrigerator/kitchen areas.
- Organize and maintain the back storage closet and office tablecloth inventory.
- Perform general office upkeep, including vacuuming, shredder maintenance, and Copier troubleshooting.
Admissions and Event Support
- Coordinate catering and logistics for Interview days, Second Look, and other events.
- Liaison with IT, Student Affairs, Educational Affairs, and other administrative Departments to assist the Office of Admissions in maintenance, facilities, or technology requests.
- Prepare and distribute materials, including interview day folders and hand-cut cards.
- Assist with Interview day logistics and tasks as directed.
- Maintain and update the Interview day schedule and related documents.
- Collaborate with Team members on tasks like the acceptance call list and phone transition.
Administrative and Marketing Support
- Create and update the student profile book in collaboration with the data analyst.
- Update and maintain Wufoo survey and information forms to ensure accuracy and usability.
- Conduct periodic reviews of the Admissions website; recommend and implement updates or edits.
- Other duties as assigned.
Skills and Competencies
- Organization: Strong ability to manage multiple priorities and maintain detailed records.
- Communication: Excellent verbal and written communication skills to interact with diverse stakeholders.
- Problem-Solving: Proactive in identifying and addressing challenges with resourcefulness and efficiency.
- Teamwork: Collaborative approach with a willingness to support colleagues and adapt to changing needs.
- Attention to Detail: Meticulous in handling data, materials, and schedules to ensure accuracy
- Technical Proficiency: Familiarity with office tools such as Microsoft Office Suite and online forms (e.g., Wufoo). Ability to learn and engage with new technologies and CRM databases.
Soft Skills
- Customer Service Orientation: A welcoming, friendly, and professional demeanor to assist Candidates, Staff, and Students.
- Adaptability: Pivoting to tasks based on immediate office needs or shifting priorities.
- Initiative: Self-starter who takes ownership of tasks and demonstrates a proactive work ethic.
- Time Management: Effectively manages workload to meet deadlines and deliver high-quality.
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.