Administrative Assistant

Administrative AssistantThe Administrative Assistant supports the academic and operational functions of the Department of Fine and Performing Arts (DFPA) at Loyola University Chicago. Reporting to the Chairperson, this position works closely with faculty, staff, and students to facilitate daily operations and ensure the smooth running of academic programs. Key responsibilities include supporting departmental leadership, managing academic records and scheduling, overseeing the main office, coordinating hiring processes, providing training and support on digital platforms, and serving as the department's liaison to other university offices.Essential ResponsibilitiesAdministrative SupportProvide direct administrative support to the Department Chair, Managing Director, and Faculty Directors of Dance, Fine Arts, Music, and Theatre.Distribute teaching load information and compile reports for the Dean's Office in collaboration with the Chair.Maintain schedules and calendars for the Chair, Directors, and Managing Director.Manage contact databases and email distribution lists for all DFPA faculty and staff.Schedule faculty evaluations, class visits, and annual assessments.Conduct research, compile reports, prepare correspondence, and take meeting notes.Record and distribute minutes for departmental and area meetings.Process reimbursements and travel requests, including faculty development funds.Serve as a central point of contact for internal and external inquiries.Address operational issues raised by faculty, staff, and students using proactive problem-solving and follow-up.Office and Resource ManagementEnsure efficient operation and coverage of the DFPA Main Office; coordinate student and staff support schedules.Maintain department records (physical and digital), ensuring accessibility via platforms like SharePoint, ASANA, and Outlook.Manage office and resource assignments for faculty, including onboarding and equipment setup.Maintain inventory of office and computer equipment and coordinate maintenance.Oversee departmental telecommunications, mailbox assignments, and copier usage.Manage shared spaces (e.g., conference rooms, break rooms) to ensure organization and availability.Coordinate printing of departmental materials, such as business cards and letterhead.Provide onboarding and training for new faculty, staff, and student workers on departmental systems and resources.Academic Scheduling and Curriculum CoordinationServe as the department's lead coordinator for academic scheduling, managing approximately 250 course sections each semester.Collaborate with the Chair and Area Directors to build, update, and verify course schedules each term.Liaise with the Registrar's Office, Academic Advising, and the College of Arts and Sciences Dean's Office on scheduling logistics.Monitor academic deadlines and ensure compliance with university procedures.Maintain and update curriculum documentation and department websites.Assist with student and instructor enrollment issues.Collect faculty syllabi each semester and manage the administration of IDEA Faculty Course Evaluations.Attend administrative assistant meetings and communicate relevant policy updates.Part-Time and Full-Time Faculty HiringCoordinate hiring for approximately 70 part-time faculty annually.Collaborate with leadership to ensure accurate course assignments and contract details.Track and process contracts in compliance with the Collective Bargaining Agreement (CBA).Post part-time salary information and process hourly appointments as needed.Support full-time faculty search logistics, including candidate travel, interview scheduling, and reimbursements.Collect and maintain faculty bio information and update directories and websites.Provide onboarding and orientation to new faculty on departmental and university systems.Student Employment Hiring ManagerIn conjunction with the Managing Director, coordinate hiring and onboarding of departmental student workers.Conducts recruitment, onboarding, and hiring for roughly 100 students annually.Communicate with student worker supervisors to arrange hiring and access to UKG.Updates and maintains DFPA Student Worker Handbook.Serves as the primary Payroll and Human Resources departmental contact.Tracks and monitors Federal Work Study spending for student workers.File all EPAFS, (employment action forms) for hire and termination for student workers.Assist supervisors with setting student work schedules and expectations.Ensure adherence to university hiring policies and training requirements.Assist with posting positions in university recruitment channels (Handshake).Arrange appropriate access (Keys, Proxcard, Pinpads) for student workers.Ensure all student timecards are approved each pay-period.Technology and Scheduling Tools ManagementAdminister the DFPA Outlook calendar, ensuring all departmental meetings, events, and deadlines are accurately scheduled.Manage access and coordination of academic and event space reservations.Provide support and training for department-wide platforms (e.g., SharePoint, Asana, LOCUS, Sakai).Troubleshoot access issues and collaborate with ITS and Campus Safety to maintain secure and functional systems.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 - Core CompetenciesProblem Solving and Service OrientationSynthesizes information effectively and generates creative solutions.Resolves issues in a timely and professional manner.Gathers and analyzes data; explores alternatives in collaborative settings.Prioritizes service and responds to requests with efficiency and courtesy.Interpersonal Skills and ProfessionalismDemonstrates a strong work ethic and positive attitude.Works independently and collaboratively; maintains discretion and confidentiality.Promotes a respectful, team-based work environment.Builds knowledge and shares expertise with peers and student workers.Diversity, Equity, and EthicsRespects cultural differences and promotes inclusion.Adheres to ethical standards and models integrity.Organizational Skills and AdaptabilityAligns tasks with organizational goals.Manages competing priorities in a dynamic environment.Involves key stakeholders in decision-making and adapts as conditions change.Analytical and Reasoning AbilitiesDetail-oriented and results-driven.Interprets academic data and responds to inquiries with sound judgment.Solves problems using critical thinking and evidence-based approaches.Technology & Collaboration ToolsTechnically proficient and quick to learn new systems.Uses SharePoint, Asana, Microsoft Outlook, and similar tools to manage projects.Trains faculty, staff, and student workers on digital tools and processes.Troubleshoots system issues and liaises with IT as needed.Communication SkillsCommunicates clearly in writing and speech.Prepares accurate documentation and distills complex discussions into actionable summaries.Maintains professional communication with faculty, staff, students, and external partners.Excellent attention to detail and proofreading skills.Education and Experience RequirementsMinimum: Associate's degree or equivalent combination of education and professional experience.Preferred: Bachelor's degree in Arts Administration, Business Administration, Communications, Higher Education, or a related field.Experience: 3–5 years of administrative experience in a higher education, arts, or nonprofit environment.Demonstrated experience using and training others on digital collaboration tools (e.g., Microsoft 365, SharePoint, Outlook, Asana).Experience supervising or onboarding student employees or part-time staff.Experience with academic systems (e.g., LOCUS, Sakai) is strongly preferred.Strong technical fluency, attention to detail, and a customer service mindset.Computer SkillsTechnically proficient and quick to learn new systems, platforms and digital tools.Intermediate skills using MS Office Suite, Outlook, Sharepointe, Word and Excell. Adept at using cloud-based collaboration software (Asana), databases (Airtable) and e-mail and online calendar applications.Experience with Peoplesoft, LOCUS or other academic scheduling software desirable. Is a subject matter expert on many platforms in to assist both students and faculty. Experience with Workday a plus.