Office Administrator

Office Administrator

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Please see Special Instructions for more details.

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.

Position Details

Position Details

Job Title OFFICE ADMINISTRATOR

Position Number 8101354

Work Modality Fully In-Person

Is this request for the creation of a new Position (or the modification of an existing Position) to temporarily support the WorkDay ERP? No

Job Category University Staff

Job Type Full-Time

FLSA Status Non-Exempt

Campus Rogers Park-Lake Shore Campus

Department Name GLOBAL & COMMUNITY ENGAGEMENT

Location Code GLOBAL & COMMUNITY ENGAGEMENT

Is this split and/or fully grant funded? No

Duties and Responsibilities

The Office Administrator provides comprehensive administrative and operational support for the Office of Global Engagement (OGE). The position serves as a primary point of contact for students, faculty, staff, families, partner institutions, and other stakeholders while coordinating front-office operations, student program administration, system and financial tasks, events, and general office functions.

Office Operations

• Triage, respond, and manage general phone, email, and in-person inquiries from a variety of stakeholders, including students, faculty, parents, partner institutions, administrators, and OGE email accounts.
• Responsible for management of reception area functions and systems while providing a high level of customer service.
• Assists in scheduling student appointments and manages walk-in traffic to the office.
• Helps in the management of relevant listservs, mailing lists, surveys, newsletters.
• Assists in assembling and processing mailings related to the office.
• Maintains office supplies and resource library materials, submitting orders to replenish these items periodically.
• Provides administrative support for OGE websites and digital content, including updating webpages, maintaining accurate and current program information, and assisting with content management and routine website updates.
• Processes payroll, financial, and human resource tasks, including Kronos timecards for student workers; monthly pro-card reconciliations; check requests; EFT form submissions; reimbursement forms; and employment-related processes such as the submission and updating of ePAFs.
• Assists in data preservation and documentation efforts, including use of systems such as Docfinity and TerraDotta.
• Assists in report generation and printing requests as needed.

Student Employee Supervision

• This position is the primary manager of front-desk operations for the office, ensuring constant in-person presence to handle walk-in traffic to the office via the management of student workers, or in the absence of student workers, by the position itself.
• Coordinates the hiring and staffing of front desk student staff and provides onboarding and ongoing training throughout the year.
• Provides daily supervision of front desk student staff, ensuring accurate, timely, and customer-service-oriented work, and notifies OGE leadership when issues arise.

Student and Program Administration

• Provides primary administrative support for both inbound and outbound students, including application and process status verification.
• · Assists in general administration of the Ricci Scholars Program, including managing student data; collecting, tabulating, and reporting program evaluations and demographic data; coordinating registration; monitoring student billing, financial aid, and scholarship disbursements; supporting immigration document processing; and following up with students as needed.
• Provides administrative support for study abroad programs and students, including processing and monitoring student billing and payments; coordinating program payments and invoices with vendors and partner institutions; reviewing, processing, maintaining, and routing transcripts; and maintaining accurate student and program records and related data.
• Responds to and triages initial inquiries received through the study abroad email account, providing general information and directing students to appropriate resources or staff; communicates and coordinates with students, faculty, staff, vendors, partner institutions, and other stakeholders to support the timely completion of study abroad administrative processes.
• Assists with maintaining accurate student and program records and completing related data entry and administrative processes.

University-Affiliated Travel Registration

• Under the guidance of Global Engagement leadership, manages administrative processes related to University-affiliated international travel, including travel registration and insurance compliance, in accordance with University’s travel policies and procedures.
• Coordinates with faculty, staff, students, and other stakeholders to ensure required travel documentation and compliance requirements are completed prior to international travel.

Scheduling and Event Coordination

• Provides administrative scheduling support for leadership in OGE, including special programs, meetings, and projects as they arise.
• Provides staffing support for programs and events associated with the office (e.g., Study Abroad Fair, International

Education

• Week, Global Initiatives sponsored events).

• Manages the logistical arrangement of spaces for meetings and events, including room reservations, catering and setup requests.

• Minimum Education and/or Work Experience

• Bachelor’s degree in related field and one to three years of relevant experience; some positions may require additional experience.

Qualifications

• Bachelor’s degree in a related field; one to three years of relevant experience; outstanding written and oral communication skills; strong interpersonal, relationship-building, and customer service skills; ability to coordinate and prioritize competing tasks; ability to communicate effectively and respectfully with individuals from diverse cultural, linguistic, socioeconomic, and educational backgrounds; ability to establish and maintain effective working relationships and function as part of a team; exceptional attention to detail; and proficiency in software programs including MS Word, Excel, PowerPoint, Access, and Outlook.

• Certificates/Credentials/Licenses

• Bachelor’s degree in a related field

• Computer Skills

• Intermediate MS Word processing, MS Excel or Spreadsheets, MS PowerPoint, MS Publisher and MS Access or Database Software.

• Adept user of Internet, e-mail and other office automation systems. Willingness to learn basic skills in additional software applications, including Terra Dotta, Docfinity, Slate, PeopleSoft, and T4.

• Supervisory Responsibilities

• Yes

• Required operation of university owned vehicles

• No

• Does this position require direct animal or patient contact?

• No

• Physical Demands

• Lifting, Carrying, Repetitive Motions

• Working Conditions

• None

• Open Date

• Close Date

• Position Maximum Salary or Hourly Rate

• $28.04/hour

• Position Minimum Salary or Hourly Rate

• $23.00/hour

• Special Instructions to Applicants

• 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.

• About Loyola University Chicago

• 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 camp