EXECUTIVE ADMIN ASST - Loyola University Chicago : Job Details

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Position Number 8100767Job Category University StaffJob Type Full-TimeFLSA Status Non-ExemptCampus Rogers Park-Lake Shore CampusDepartment Name VP INFORMATION SERVICESLocation Code ITS-OFFICE OF THE VP & CIO (07100A)Is this split and/or fully grant funded? NoDuties And ResponsibilitiesThis role, reporting directly to the Vice President and Chief Information Officer ( CIO ), is an integral member of the Information Technology Services ( ITS ) team. The position supports the CIO in the administration and management of the ITS department and offers scheduling and administrative assistance to the ITS leadership team.Primary Responsibilities

• Meeting Logistics: Oversee the planning and preparation of onsite and offsite meetings. Duties include reserving meeting spaces, setting up video conferences, arranging catering, and attending to other logistical details as required.
• Clerical Support: Perform routine administrative tasks and other duties (as assigned) by the CIO and ITS Business Manager.
• Calendar Management: Manage the CIO's calendar, including scheduling and coordinating appointments.
• Office Management: Manage the activities of the CIO's office, including ordering and inventorying the supplies for the ITS division.
• Phone Support: Act as the gatekeeper for the CIO's phone, answering calls and routing vendor or professional inquiries appropriately.
• Correspondence and Documentation: Draft, edit, and prepare correspondence, reports, and presentations. Ensure compliance with university policies and procedures while interpreting and implementing them as needed.
• Meeting Documentation: Capture, finalize, and distribute meeting minutes for internal meetings.

Work EnvironmentThe ITS department operates in a hybrid work setting, combining on-campus and remote work components. The remote work arrangements are determined by the Vice President & CIO and tailored to suit the specific needs of the position.Minimum Education And/or Work ExperienceMust 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

• A college degree or equivalent combination of education, training, and experience is required. Experience in higher education is strongly preferred.
• Minimum of 5 years of administrative experience supporting an administrator or executive, or equivalent general office experience.
• Strong analytical, organizational, reasoning, and problem-solving abilities. Professional interaction skills with executive leadership, campus partners, and external stakeholders, including students and parents, are required. Outstanding verbal and written communication skills are critical.
• Ability to maintain precise and detailed records. Demonstrates strong organizational and interpersonal skills, keen attention to detail, and the capability to manage multiple projects under pressure.
• Extensive experience in coordinating business meetings, large staff gatherings, and special events. Proven ability to take comprehensive meeting minutes and produce summaries, outcomes, and actionable tasks.
• Exhibits a positive attitude, strong work ethic, and the ability to work both independently and collaboratively. Maintains accountability, confidentiality, and adherence to ITS and university policies on data security and protection.

Certificates/Credentials/LicensesN/AComputer Skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, OneNote, Outlook).
• Experience with calendar management tools, such as Microsoft Outlook Calendar.
• Familiarity with video conferencing platforms, such as Zoom, Microsoft Teams, or Webex.
• Ability to work with document management systems and enterprise software applications.
• Basic knowledge of IT systems and troubleshooting for hybrid work environments.
• Understanding of data entry and database management software.
• Capability to learn and adapt to new technologies and software tools as required.

Supervisory Responsibilities NoRequired operation of university owned vehicles NoDoes this position require direct animal or patient contact? NoPhysical Demands Carrying, Standing, Repetitive MotionsWorking Conditions Irregular HoursOpen Date 06/17/2025Close DatePosition Maximum Salary or Hourly Rate $33.00/hrPosition Minimum Salary or Hourly Rate $28.00/hrSpecial Instructions to ApplicantsAs a Jesuit, Catholic institution of higher education, we seek candidates who will contribute to our strategic plan to deliver a Transformative Education in the Jesuit tradition. To learn more about Loyola University Chicago's mission, candidates should consult our website at www.luc.edu/mission/ . For information about the university's focus on transformative education, they should consult our website at www.luc.edu/transformativeed .About Loyola University ChicagoFounded in 1870, Loyola University Chicago is one of the nation's largest Jesuit, Catholic universities, recognized for its academic excellence, commitment to community engagement, and leadership in sustainability. A Carnegie R1 research institution, Loyola leverages its status as one of an elite group of universities with the highest level of research activity to advance knowledge that serves communities and creates global impact. With 15 schools, colleges, and institutes —including Business, Law, Medicine, Nursing, and Health Sciences—Loyola operates three primary campuses in the greater Chicago area and one in Rome, Italy, that provide students a transformative, globally connected learning experience. Consistently ranked among the nation's top universities by U.S. News & World Report, Loyola is a STARS Gold-rated institution that is ranked as one of the country's most sustainable campuses by The Princeton Review and has earned distinctions from AmeriCorps and the Carnegie Foundation for its longstanding record of service and community engagement. Guided by its Jesuit mission and commitment to caring for the whole person, Loyola educates ethical leaders who think critically, act with purpose, and strive to create a more just and sustainable world.Loyola University Chicago strives to be an employer of choice by offering its staff and faculty a wide array of affordable, comprehensive, and competitive benefits. To view our benefits in detail, click here .Loyola adheres to all applicable federal, state, and/or local civil rights laws and regulations prohibiting discrimination in private institutions of higher education. Please see the University's Nondiscrimination Policy .Quick Link for Posting

Seniority level

• Seniority levelMid-Senior level

Employment type

• Employment typeFull-time

Job function

• Job functionAdministrative
• IndustriesHigher Education

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