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Loyola University Chicago · 13 hours ago

Administrative Operations Manager

Chicago, IL

Full-time

Onsite

Mid, Senior Level

$52K/yr - $62K/yr

3+ years exp

Loyola University Chicago is a leading Jesuit, Catholic university recognized for its commitment to sustainability and academic excellence. They are seeking an Administrative Operations Manager to support the Dean of the School of Environmental Sustainability in day-to-day operations and provide divisional support related to administration, operations, and program support.

Responsibilities

Oversee management of Dean’s Office, including: calendar management; special projects; and SES faculty and staff meetings and retreats coordination

Manage Dean’s Procard reconciliation, including collecting receipts and submitting monthly reconciliations via the PNC Bank online portal

Schedule flights, hotels, and general travel plans for Dean’s professional travel schedule

Other duties as assigned

Support the Associate Dean of Faculty and search committees in hiring and onboarding all new full-time faculty, including full search logistics (travel, scheduling, expense reimbursements, etc.). Onboarding support will include the coordination of HR paperwork, Loyola IDs, office assignments, office keys, technology access, and office supplies

Support the Associate Dean of Faculty and search committees in onboarding all new part-time faculty, including the coordination of HR paperwork, Loyola IDs, office assignments, office keys, technology access, and office supplies

Support the Associate Dean of Faculty in the logistics of New Faculty Orientation

Create and manage a new onboarding process for staff, including the coordination of HR paperwork, Loyola IDs, office assignments, office keys, technology access, and office supplies

Hire, train, and manage all student workers in the SES Dean’s Office

Support academic staff with semester course scheduling using LOCUS

Manage and oversee the semester syllabus collection for all SES courses

Responsible for managing all administrative operations for the School, including: Management/organization of School files

Provide support to faculty and staff for day-to-day operations, including ordering office supplies and class supplies as needed, managing mail and packages, assisting with space reservations, and addressing any issues with the facilities or ITS

Maintain office equipment (printer/copier) and general supplies

Manage SES reception phone

Create room directory, contact list, door signage, and room assignments each semester for all faculty and staff

Manage reservation requests for SES 116 and 117

Manage keys and access for SES offices and spaces

Support the Assistant Director of Business Operations in the processing of departmental invoices, expense reimbursements, and act as a secondary signature for SES accounts

Other duties as assigned

SES tour arrangements – manage requests, reserve rooms, arrange for tour guides, and send parking information

Manage and/or provide support for SES events in collaboration with other staff

Support the Assistant Dean of Undergraduate Studies with commencement and other student events

Process honorariums and invoices for any event costs, including speakers’ and panelists’ expenses

Qualification

Microsoft Office SuiteProject ManagementOrganizational SkillsAdobe ProductsZoomPeopleSoftResourcefulnessWritten CommunicationOral CommunicationInterpersonal SkillsDetail-orientedTeamworkReliability

Required

High school diploma or equivalent required; bachelor's degree preferred

Three to five years of relevant experience in an office setting with at least one year of supervisory experience

The successful candidate must have a Bachelor's degree

Five years of related experience and a working knowledge of business and management principles involved in the coordination of people, projects, events, and resources are required

Strong project management and organizational skills

Advanced level of understanding and use of technology, including the full Microsoft Office Suite, Zoom, and Adobe Products

Excellent written and oral communication skills

Strong organizational and interpersonal skills

Demonstrate reliability, professional conduct, and enthusiasm for environmental sustainability

Strong work ethic; be resourceful, detail-oriented, efficient, and able to manage an array of projects simultaneously

Able to work as part of a team in a service-oriented, fast-paced environment

Effective in working with and managing diverse groups of people, including faculty, staff, students, and external constituents

Able to determine goals and set priorities within the context of departmental and division goals and strategic plans

Strong working knowledge of Loyola University Chicago and its culture, people, programs, and involvement opportunities