Office Administrator

at Loyola University Chicago in Chicago, Illinois, United States

Job Description

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The Office Administrator is a professional position within the Office of Global and Community Engagement, serving as the initial contact person for a large and diverse clientele within a complex, multi-functional office environment. This individual performs a variety of duties to support global engagement efforts, while providing administrative support for the Office of Global and Community Engagement as a whole.

Essential Job Functions

+ Front Line Office Support: Responsible for effective management of reception area functions and systems while providing a high level of customer service. Responds to general email, phone and in-person inquiries; assists in scheduling student appointments and manages walk-in traffic to the office; performs various clerical and administrative duties. This position will require a comfort and fluency with fielding and managing general inquiries from a variety of stakeholders, including students, faculty, parents or custodians of students (when permitted), partner institutions and administrators. Helps in the management of relevant listservs, mailing lists, surveys, newsletters. Assists in assembling and processing mailings related to the office. Maintains stock of office supplies and resource library materials, submitting orders to replenish these items periodically. Coordinates the staffing of and provides daily supervision for a front desk student staff, ensuring that they provide accurate information in a customer service orientated manner. Assists leadership positions in the Office of Global and Community Engagement in the hiring process for these positions. Provides initial onboarding and ongoing training to the student workers throughout the academic year; provides daily, first-line supervision and evaluation of student staff; ensures student work quality; provides ongoing review of their work to ensure accuracy and timeliness of completion; notifies leadership positions when issues arise. 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. Similarly, this position manages the phone network of calls received by the front desk. This position assists in the management of email accounts associated with OGCE as required.

+ Program Support: Provides primary administrative support for both inbound and outbound students, providing initial support to populations served by the functional areas of Global Engagement, including application and process status verification. This position will also assist in general administration of the Ricci Scholars Program. Assists with administrative duties such as: managing inbound and outbound student data; collecting, tabulating and reporting of program evaluations and demographic data; processing transcripts; coordinating registration; monitoring student billing, financial aid, and scholarship disbursements; supporting immigration document processing; and following up with students as needed.

+ Systems Support: Provides basic system support for functional areas of Global Engagement, including assisting with content updates in the internal systems and external webpages associated with OGCE . Provides administrative support to payroll, financial, and human resource systems, including management of Kronos timecards when relevant, preparation of monthly pro-card reconciliations, check requests, EFT form submissions, reimbursement forms, and employment-related processes such as the submission/updating of ePAFs. Will also assist in data preservation and documentation efforts, including use of systems such as Docfinity and TerraDotta. Will assist in other systematic tasks, including general data entry and uploads. Assists in report generation and printing requests as required.

+ Scheduling an Event Coordination: Provides administrative scheduling support for leadership in OGCE , including special programs, meetings, and projects as they arise.. This can include staffing support for programs and events associated with the office (e.g., Study Abroad Fair, International Student Orientation, Global Initiatives sponsored events. Further, this position will require collaborating or leading in the logistical arrangement of spaces for meetings and events, including room reservations, catering and setup requests. This position will provide hospitality support and prepare meeting rooms with required technical requirements, meeting supplies, and refreshments as needed.

+ Serve as a recorder or meetings when required, including documenting minutes and notes for the office. Fields and resolves unique issues, handling additional projects.

+ Additional duties as assigned.

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

Bachelor’s degree in related field; outstanding written and oral

communication skills; very strong attention to detail; skilled in using various software programs including MS Word, Excel, PowerPoint, Access, and Outlook. Understanding all aspects of student privacy and confidentiality by adhering to FERPA , Title IX, and all other governing regulations related to student well-being.

Ability to: 1) coordinate and prioritize competing tasks; 2) deal effectively with the public when handling inquiries; 3) communicate effectively with a culturally diverse clientele; 4) establish and maintain effective working relationships; 5) function as part of a team; 6) maintain strong attention to detail; and 7) maintain a strong orientation toward customer service.

N/A

+ 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.