Job description
If Temporary or Visiting, Estimated End Date: Position Summary and Duties
Position Summary and Duties:
Program Assistant to the Speech-Language-Hearing Sciences Department. This individual will receive and screen telephone calls to the main line for the department; receive and direct visitors to the appropriate section of each department; prepare and send correspondence, reports and other documents as requested by the Department Chair; schedule appointments, meetings and working committees for the Department Chair and other administrators, maintain calendars for the Department; independently handle procedural and substantive matters and inquiries or refer visitors and callers to others, as appropriate; take notes, prepare agendas, copy and distribute agendas, minutes and handouts for committee and other meetings, as requested; maintain electronic and paper files for the Department;. make facilities and equipment requests (repairs, etc.) as needed; coordinate office moves and logistical changes with Events Services, office supply vendors and Facilities Maintenance; coordinate new faculty and administrator set-up of computer, email and network access, distribution lists, and telephone equipment; independently perform required administrative follow-up and recordkeeping and provide additional administrative support to the Department as required.
Program Support: Support administrators and faculty in departments; schedule rooms for meetings and events; assist with developing marketing and publicity materials for numerous events maintain and update department websites and Social Media accounts.
Program Support: Support administrators and faculty in departments; schedule rooms for meetings and events; assist with developing marketing and publicity materials for numerous events maintain and update department websites and Social Media accounts.
Student Employment: Recruit, interview, hire and train student employees; supervise student employees, coordinate and schedule work assignments, delegate work, and evaluate performance, etc.
Budget: Assist in preparing and administering departmental budgets. Monitor budget expenditures in Ellucian and provide reports for the Department Chair; forecast budget as needed; prepare requisitions for professional organization memberships and subscriptions for administrators; coordinate timely payment of department’s invoices for consulting services and supplies/equipment through the Accounts Payable office. Performs all other duties and responsibilities as assigned or directed by the supervisor.
Required Qualifications
AA Degree or Vocational/Technical School Degree and 3-5 years of relevant experience.
Provide confidential administrative support; answer phone calls and direct calls to the appropriate party; handle routine inquiries; draft routine correspondence, take and/or transcribe minutes, create spreadsheets, presentations, documents and files; organize and maintain electronic and other files and records; proofread documents for accuracy; sort and distribute incoming mail and correspondence; collect and prepare information for use in discussions and meetings, etc. Maintain all office equipment, including ordering equipment and supplies, scheduling repair and maintenance and troubleshooting of equipment; resolve or appropriately refers questions, requests, complaints, and problems; prepare invoices and ensure timely payment; process budget adjustments and monitor budgets; prepare and format reports, perform data entry and track data on a regular and as needed basis.
Handle complex schedules and calendars for one or more department members; communicate information regarding cancellations or changes. Coordinate events, meetings and conferences; manage program registrations and communications; coordinate room reservations, refreshments, set-up, equipment, and provide logistical support. Make appointments and travel arrangements when necessary.
Responsible to perform routine and ad hoc project work and program specific activities, meeting deadlines as assigned. Provide progress reports and alert supervisor to barriers and significant problems. Maintain office website. May supervise student employees. Assists with special projects, as assigned.
Preferred Qualifications
Provide confidential administrative support; answer phone calls and direct calls to the appropriate party; handle routine inquiries; draft routine correspondence, take and/or transcribe minutes, create spreadsheets, presentations, documents and files; organize and maintain electronic and other files and records; proofread documents for accuracy; sort and distribute incoming mail and correspondence; collect and prepare information for use in discussions and meetings, etc. Maintain all office equipment, including ordering equipment and supplies, scheduling repair and maintenance and troubleshooting of equipment; resolve or appropriately refers questions, requests, complaints, and problems; prepare invoices and ensure timely payment; process budget adjustments and monitor budgets; prepare and format reports, perform data entry and track data on a regular and as needed basis.
Handle complex schedules and calendars for one or more department members; communicate information regarding cancellations or changes. Coordinate events, meetings and conferences; manage program registrations and communications; coordinate room reservations, refreshments, set-up, equipment, and provide logistical support. Make appointments and travel arrangements when necessary.
Responsible to perform routine and ad hoc project work and program specific activities, meeting deadlines as assigned. Provide progress reports and alert supervisor to barriers and significant problems. Maintain office website. May supervise student employees. Assists with special projects, as assigned.
Bachelors Degree
Job Posting Date 04/04/2023 Priority Application Deadline Date Job Close Date Anticipated Start Date University Description
Loyola University Maryland is a Jesuit, Catholic university committed to the educational and spiritual traditions of the Society of Jesus and to the ideals of liberal education and the development of the whole person. Accordingly, Loyola inspires students to learn, lead, and serve in a diverse and changing world. Loyola’s beautiful, historic Evergreen campus is located in Baltimore, and its graduate centers are in Timonium and Columbia. Loyola enrolls 4,000 undergraduate and 2,000 graduate students across the Sellinger School of Business and Management, the School of Education, and Loyola College of Arts and Sciences. Founded in 1852, Loyola is one of 27 Jesuit colleges and universities in the United States and the first to bear the name of Saint Ignatius Loyola, founder of the Society of Jesus.
Diversity Statement
Loyola University Maryland strongly values the benefits that diversity brings to the workplace. In accord with its Ignatian values, the University is committed to creating and promoting a community that recognizes the inherent value and dignity of each person. Loyola University Maryland does not discriminate on the basis of race, sex, color, national or ethnic origin, age, religion, disability, marital status, sexual orientation, gender identity, genetic information, military status, or any other legally protected classification. The University recruits, hires, and promotes in accord with this policy and its Core Values.
Special Instructions to Applicants
Successful candidates for any staff, faculty, or administrative position at Loyola University Maryland will be subject to a pre-employment background check.
Loyola University Maryland requires that all faculty, staff, and administrators receive COVID-19 vaccination, including the booster, unless exempted for medical or religious reasons in accordance with University policy.
Loyola University Maryland requires that all faculty, staff, and administrators receive COVID-19 vaccination, including the booster, unless exempted for medical or religious reasons in accordance with University policy.
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