Job description

Position Details

Position Details

Job TitleADMINISTRATIVE ASSISTANTPosition Number8100133Job CategoryUniversity StaffJob TypeFull-TimeFLSA StatusNon-ExemptCampusChicago-Water Tower CampusDepartment NameLAW SCHOOLLocation CodeSCHOOL OF LAW:CHILD LAW CNTR (02700F)Is this split and/or fully grant funded? NoDuties and Responsibilities

The Civitas ChildLaw Center Administrative Assistant performs duties essential to the effective administration of the Center and its programs. The assistant should be self-motivated and able to take initiative with projects that advance the Center’s mission and activities.

Key Responsibilities include:
Receptionist – responsible for receiving and directing calls and visitors to the Center with a courteous demeanor, including documenting intake calls from potential clients, calendar management, room reservations, and distribution of mail and other communications.

Legal Assistance – responsible for providing legal administrative assistant duties for Center attorneys, including hard copy file maintenance, electronic database management, case intake, appropriate referrals, monitoring of ChildLaw Clinic email and list serve accounts, Circuit Court E-File system,f legal correspondence and document management.

Facilities and Equipment – responsible for maintenance and organization of office supplies,and ,equipment including printers, copier/fax and laptops. Maintain a professional legal and educational environment which includes housekeeping items such as ensuring kitchen area, library, fax room and storage area are clean and organized.

Communications – publish and distribute all Center communications, including newsletters, alumni directory, and research reports. Maintain Center contacts databases and be able to use marketing automation platforms similar to MailChimp.

Event Planning – provide full administrative support in connection with event planning, including weekly speaker series, conferences, symposia and special events. Also responsible for independently coordinating and executing programming for annual events such as Give-a-Gift, Association of Family and Conciliatory Courts conference and other events. Responsibilities include hotel accommodations, food orders, printing, and day of conference coordination.

Minimum Education and/or Work Experience

High school diploma or equivalent and one to three years of relevant experience.


•Bachelor’s degree preferred.

•The person who fills this position must be able to represent the Center as a helpful and professional presence. This includes good communication and personal presentation skills.

•The individual must have strong organization skills and an ability to maintain a professional and educational environment.

•Excellent computer skills, including MS Office Suite and Publisher software.

•Experience as a paralegal or legal secretary is highly desirable.

•Proficiency with social media (Facebook, LinkedIn, Twitter, Instagram).

•Bilingual (Spanish) proficiency is highly desirable.


Bachelor’s degree preferred.
The person who fills this position must be able to represent the Center as a helpful and professional presence. This includes good communication and personal presentation skills.

Computer Skills

Excellent skills in MS Word processing, MS Excel or Spreadsheets, MS PowerPoint, MS Publisher and MW Access or Database Software. Adept user of the internet and other office automation systems. Ability to learn new systems as needed.

Supervisory ResponsibilitiesNoRequired operation of university owned vehiclesNoDoes this position require direct animal or patient contact? Physical DemandsNoneWorking ConditionsIrregular HoursOpen Date08/23/2019Close DateSpecial Instructions to ApplicantsQuick Link for Posting Questions

Required fields are indicated with an asterisk (*).

  1. * Do you possess a high school diploma or GED equivalent?
    • Yes
    • No
  2. * Do you have at least one year of relevant work-related experience?
    • Yes
    • No
  3. * Why do you want to work for Loyola University Chicago?

    (Open Ended Question)

  4. * How did you hear about this employment opportunity?

    (Open Ended Question)

Applicant DocumentsRequired Documents
  1. Resume
  2. Cover Letter/Letter of Application
Optional Documents




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    Job No:
    Posted: 9/13/2019
    Application Due: 12/5/2019
    Work Type: