Position Details

Position Details

Job TitleADMINISTRATIVE ASSISTANTPosition Number8100630Job CategoryUniversity StaffJob TypeFull-TimeFLSA StatusNon-ExemptCampusRogers Park-Lake Shore CampusDepartment NameMODERN LANGUAGESLocation CodeMODERN LANGUAGES (02107A)Is this split and/or fully grant funded? NoDuties and Responsibilities

- Tracks and monitors department budget.
- Oversees use of photocopying machine.
- Creates and edits term class schedules in coordination with UPDs and Section Coordinators
- Performs student record tracking on LOCUS.
- Updates course evaluation parameters in LOCUS each semester
- Coordinates faculty and other reimbursement requests.
- Disseminates administrative information to faculty.
- Orders office supplies.
- Collect and files syllabi for classes.
- Engages in general office filing as needed.
- Records and prepares faculty meeting minutes.
- Helps chairperson coordinate annual faculty reviews.
- Assists in updating department website
- Assists in the coordination of faculty searches
- Hires, trains, and supervises student workers
-Assists chairperson in the monitors and administration of the various department budgets.
- Coordinates and assists in the administration of the annual PII scan
- Creates memos, letters, mailings at chairperson request.
- Represents department as the primary telephone/in-person contact; answer general questions about the department; performs other administrative tasks for chairperson as needed.
- Supports chairperson in the gathering of faculty materials for tenure, promotion, and mid-probationary reviews as well as applications for college and university programs.
- Coordinates and facilitates faculty textbook orders.
- Maintains instructor contact information.
- Assists faculty with computer and facility related issues.
- Maintains bank of university related information and distributes such information to faculty, as needed.
- Prepares marketing materials for department events and activities.
- Performs other duties as assigned.

Minimum Education and/or Work Experience

High school diploma or equivalent and one to three years of relevant experience; some positions may require additional experience.

Qualifications

- A Bachelor’s Degree and a minimum of 4 years of clerical support work experience in a similar setting.
- Preferred candidates would have experience in an academic setting.
- Must possess strong, demonstrated interpersonal, intercultural and customer service skills.
- Must possess superb verbal and written communication skills.
- Must have accomplished budget management skills.
- Ability to meet deadlines.
- Must have a strong work ethic.
- Ability to multi-task in a fast paced environment.
- Good leadership and organizational skills.
- Foreign language skills and some experience supervising office staff preferred.
- Knowledge of Jesuit education a plus.

Certificates/Credentials/Licenses

A Bachelor’s Degree and a minimum of 4 years of clerical support work experience in a similar setting. Experience with budget management highly desirable. Previous experience in a university setting a plus.

Computer Skills

- Advanced 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.
- Knowledge of People Admin software and academic platforms a plus.

Supervisory ResponsibilitiesYesRequired operation of university owned vehiclesNoDoes this position require direct animal or patient contact? NoPhysical DemandsNoneWorking ConditionsNoneOpen DateClose DateSpecial Instructions to ApplicantsQuick Link for Postinghttp://www.careers.luc.edu/postings/13039Supplemental Questions

Required fields are indicated with an asterisk (*).

1. How did you hear about this employment opportunity?
   • Public Job Posting
   • Internal Job Posting
   • Agency Referral
   • Advertisement/Publication
   • Personal Referral
   • Website
   • Other
2. * What is your current position, and how does it prepare you for the responsibilties in this position?

   (Open Ended Question)

3. Please briefly describe your organizational skills.

   (Open Ended Question)

4. * Please indicate your years of experience tracking and monitoring budgets:
   • none
   • less than two years
   • Two to five years
   • Five to seven years
   • More than seven years
5. Please indicate the highest level of education that you have completed:
   • High School diploma or GED
   • some college coursework
   • Associate Degree
   • Bachelor Degree
   • Master degree
   • Doctoral Degree
6. * Please indicate your level of knowledge and proficiency with using MS Office Suite (e.g., Word, Excel, Powerpoint, etc.), or database software:
   • None
   • Basic
   • Intermediate
   • Advanced
   • Expert
7. * Do you have a Bachelor's degree and a minimum of 4 years of clerical support work experience in a similar setting?
   • Yes
   • No

Applicant DocumentsRequired Documents

1. Resume
2. Cover Letter/Letter of Application

Optional Documents