Job details
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As one of the nation’s largest Jesuit, Catholic universities, Loyola University Chicago fosters a transformative cultural experience that honors diversity, equity, and inclusion. We are committed to not only recruiting, but also retaining a diverse, mission driven workforce and enabling a culture of inclusiveness in an environment that values service excellence, stewardship, personal well-being, and professional development for all of our employees. Loyola University Chicago supports its staff and faculty with a wide array of affordable, comprehensive and competitive benefits centered on health and wellness, financial security, equity, and work-life balance. We actively seek those who wish to join our faculty, staff, and students in a community of diverse opinions, perspectives, and backgrounds supporting our Jesuit mission and striving toward the same goal of being persons for and with others.
EXECUTIVE ADMIN ASST
Position Details
Position Details
Job Title
EXECUTIVE ADMIN ASST
Position Number
8100767
Job Category
University Staff
Job Type
Full-Time
FLSA Status
Non-Exempt
Campus
Rogers Park-Lake Shore Campus
Department Name
VP INFORMATION SERVICES
Location Code
ITS-OFFICE OF THE VP & CIO (07100A)
Is this split and/or fully grant funded?
No
Duties and Responsibilities
Reporting to the Vice President and Chief Information Officer, this position is a core member of our ITS team and is responsible for assisting the Vice President-CIO with administration and management of the ITS department and also provides support to the AVPs/Directors (direct reports to Vice President) for basic scheduling and administration.
Duties include: CIO calendar management. Handles logistics for meetings that are located onsite or offsite that includes, but is not limited to reserving meeting rooms, video conference set up, catering, and other preparations for related meetings. Serves as gatekeeper of CIO phone to answer or route vendor and other professional inquiries. Capturing, finalizing and publishing meeting minutes at internal meetings, ordering and inventorying office supplies for the department, initiating and editing correspondence, reports and presentations, interpreting and implementing university policies / procedures. Performs routine clerical tasks and other duties as assigned.
The current work modality within Information Technology Services is a hybrid work environment with on-campus and remote components. The remote component is defined by the manager and as appropriate for the position.
Duties include: CIO calendar management. Handles logistics for meetings that are located onsite or offsite that includes, but is not limited to reserving meeting rooms, video conference set up, catering, and other preparations for related meetings. Serves as gatekeeper of CIO phone to answer or route vendor and other professional inquiries. Capturing, finalizing and publishing meeting minutes at internal meetings, ordering and inventorying office supplies for the department, initiating and editing correspondence, reports and presentations, interpreting and implementing university policies / procedures. Performs routine clerical tasks and other duties as assigned.
The current work modality within Information Technology Services is a hybrid work environment with on-campus and remote components. The remote component is defined by the manager and as appropriate for the position.
Minimum Education and/or Work Experience
Must have completed college and at least five years of related experience. Experience in higher education strongly preferred. Excellent communication and organizational skills are required.
Qualifications
- Must have completed college degree, or the equivalent combination of education, training, and experience. Experience in higher education strongly preferred. Excellent communication and organizational skills are required.
- At least 5 years administrative experience in direct support of an administrator or executive, and/or other relevant general office experience.
- Analytical, organizational, reasoning, and problem solving skills; ability to interact in a professional manner with Executive Leadership, campus partners and external customers including students and parents; excellent verbal and written communication skills are essential.
- Computer proficiency of Microsoft Office software and applications; Outlook, Word, Excel, PowerPoint, One Drive, and Adobe Acrobat Pro. Knowledge or the willingness to learn other professional editing tools such as Adobe Illustrator, In Design or Photoshop). Knowledge of T4 and Campus Reservation R25 a plus.
- Ability to maintain accurate and detailed records. Strong organizational and interpersonal skills; attention to detail and ability to handle multiple projects under pressure
- In depth experience with planning business meetings, large staff meetings and smaller special events coordination
- Proven ability to take meeting minutes and provide meeting summaries, outcomes & tasks
- Positive attitude and strong work ethic; Ability to work independently and in team settings; Focuses on accountability. Maintains confidentiality and follows ITS and other university policies regarding data security and protection; Balances team and individual responsibilities; Contributes to building a positive team spirit; Effectively influences actions and opinions of others; Strives to continuously build knowledge and skills; Excellent oral and written communication skills.
- Diversity – Shows respect and sensitivity for cultural differences.
- Ethics – Treats people with respect; Works with integrity and ethically; handles sensitive and confidential issues and materials appropriately.
- Must be hands-on, detailed oriented and have the ability to quickly adapt to changes and new ideas.
- Supports organization’s goals and values; Develops strategies to achieve organizational goals; Adapts strategy to changing conditions; Includes appropriate people in decision-making process; Strong administrative and organizational skills.
- Ability to sit for extended periods. Close contact with CRT for prolonged periods.
- Ability to (1) Work under pressure; (2) Meet inflexible deadlines; (3) deal with difficult individuals while maintaining composure.
- Available for evening and weekend work as that may be required to meet deadlines.
- Demonstrated interest in information technology; ability and willingness to experiment with new tools preferred.
Certificates/Credentials/Licenses
N/A
Computer Skills
- Computer proficiency of Microsoft Office software and applications; Outlook, Word, Excel, PowerPoint, One Drive, and Adobe Acrobat Pro.
- Knowledge or the willingness to learn other professional editing tools such as Adobe Illustrator, In Design or Photoshop).
- Knowledge of T4 and Campus Reservation R25 a plus.
Supervisory Responsibilities
No
Required operation of university owned vehicles
No
Does this position require direct animal or patient contact?
No
Physical Demands
None
Working Conditions
Irregular Hours
Open Date
05/22/2023
Close Date
Special Instructions to Applicants
Diversity and Inclusion Statement
Diversity, Equity, and Inclusion
As one of the nation’s largest Jesuit, Catholic universities, Loyola University Chicago fosters a transformative cultural experience that honors diversity, equity, and inclusion. We are committed to not only recruiting, but also retaining a diverse, mission driven workforce and enabling a culture of inclusiveness in an environment that values service excellence, stewardship, personal well-being, and professional development for all of our employees. Loyola University Chicago supports its staff and faculty with a wide array of affordable, comprehensive and competitive benefits centered on health and wellness, financial security, equity, and work-life balance. We actively seek those who wish to join our faculty, staff, and students in a community of diverse opinions, perspectives, and backgrounds supporting our Jesuit mission and striving toward the same goal of being persons for and with others.
Quick Link for Posting
https://www.careers.luc.edu/postings/24974
We are Chicago's Jesuit, Catholic University-a diverse community seeking God in all things and working to expand knowledge in the service of humanity through learning, justice and faith.
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June 23, 2023
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