Responsible for daily operations and administrative duties related to Quinlan School of Business undergraduate programs and one or more Quinlan faculty departments.
Provides administrative and front-desk reception support for the Quinlan undergraduate programs team (senior associate dean, senior assistant dean, assistant dean, and three academic advisors) and one or more Quinlan faculty departments. Responds to phone calls, emails, and walk-in questions from students, faculty, and staff.
Undergraduate programs tasks
* Keeps electronic student files up-to-date and accurate.
* Helps students to use electronic systems to make appointments with advisors.
* Assists in managing the advising team's schedule and availability.
* Prepares and sends correspondence to students on matters such as the Dean's list, internal transfers, academic status, graduation audits, and graduation.
* Assists with student registration as needed.
* Coordinates graduation applications.
* Compiles, prepares, publishes, sends, and tracks a monthly e-newsletter and other email communications.
* Creates surveys/forms and tracks/analyzes students' responses.
* Collaborates with the Academic and Faculty Affairs Coordinator to support the U.S./Europe Double-Degree Program (Loyola University Chicago / Universidad Loyola Andalucia). This may include overseeing the student application process, handling transcripts, planning student events, coordinating trips, and working with financial aid, registration and records, and other university departments. Spanish language skills are a plus but not required.
* Provides assistance to the Associate Director of Student Services and the student services team as needed, especially with special events such as graduation.
* Schedules and locates space for undergraduate team meetings and participates in those meetings as a member of the team.
* Provides general administrative support to undergraduate deans and academic advisors.
Faculty department tasks
* Serves as the front-line single point of contact for faculty in assigned department(s) for first-level advice and assistance as the process expert on academic and faculty affairs processes.
* Fulfills academic support functions that include (but are not limited to) ordering textbooks and other resources; preparing, formatting, and copying of course materials; looking up and summarizing class enrollments and student information in university databases; and posting faculty office hours.
* Assists faculty with completing tasks in university systems such as Sakai and
LOCUS (training provided) and Microsoft Outlook and Sharepoint.
* Prepares, edits, and proofreads faculty communications, publications, and presentations.
* Assists with maintaining files of faculty vitae, committee minutes, and other program reports/files, and technology instruction manuals.
* Coordinates faculty schedules and makes travel and accommodation arrangements.
* Provides back-up support for updates to Quinlan website and other area assistants.
* Grades completed student exams via machine, such as Scantron or ParScore.
* Arranges space for students to take make-up exams and proctors exams.
General and cross-functional tasks
* Manages office operations and fulfills classroom needs, including maintaining office supplies, handling sensitive and confidential information, troubleshooting and maintaining office equipment and copier technology, and training colleagues to use office equipment.
* Coordinates and executes plans for events, programs, and meetings, including (but not limited to) preparing materials, booking space and catering, overseeing delivery and set-up, arranging and ensuring the functionality of A/V, receiving guests, and completing takedown.
* Processes invoices, payments, expense reports, and monthly procurement card statements. Coordinates mailing and shipping. Assists finance/operations team with other requests as needed.
* Acts as a liaison to vendors and Loyola campus security.
* Other duties as assigned.
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