OFFICE COORDINATOR
Loyola University Chicago
Position Details Position Details Job Title OFFICE COORDINATOR Position Number 8100835 Job Category University Staff Job Type Full-Time FLSA Status Non-Exempt Campus Rogers Park-Lake Shore Campus Department Name CHEMISTRY & BIOCHEMISTRY Location Code CHEMISTRY & BIOCHEMISTRY (02113A) Is this split and/or fully grant funded? No Duties and Responsibilities Mission – Support the Chair to fulfill the mission of the department and the University. Embrace that in the department of Chemistry and Biochemistry “We educate people to excel in the chemical sciences by pushing the boundaries of knowledge. We strive for fairness, creativity, and the pursuit of fulfillment.”
Supervision of department office staff – This team currently comprises the Office Assistant position and the Graduate Program Administrative Assistant position. The office assistant is 0.80 FTE (4 days a week). The Graduate Program Administrative Assistant is 0.50 FTE in this department and 0.50 FTE for Bioinformatics. Performs other staff’s duties on their days off, as needed. Approves timecards. Faculty Meeting – Prepares monthly agenda, makes coffee and set-up, attends meeting, and transcribes minutes. Maintain Chair’s Calendar – Make appointments for students, faculty, and others. Handle confidential secretarial duties for Chair – As assigned. Assists Undergraduate Students – with registration problems, using the LOCUS system to unblock students when appropriate. Answers general inquiries regarding prerequisites and degree requirements. Pre-Req Check Students – with the help of the office assistant, review students who did not complete the pre-reqs with a passing grade and drop them from courses they do not have the appropriate pre-reqs for. Notify the students and their academic advisors via e-mail. This happens after each semester, Fall, Spring, Summer I & Summer II. Course Schedules – Works with the department chair to prepare teaching assignments. Arranges the teaching schedule and loads the chemistry class offerings in Peoplesoft (LOCUS) each term. FALL, SPRING, SUMMER, JTERM. Open Office Staff Positions – Perform duties of any vacant position. Works closely with H/R to process the online job posting. Prints all job applicant materials, prepares files, reviews files, selects candidates (with other committee members), and interviews candidates. Processes H/R paperwork for new employees and trains new employees. Student Workers – Processes student workers H/R paperwork, using WorkBright. Trains students on use of Kronos (online timecard) and approves timecards. Keys – Processes key requests via campus safety. Distributes keys. Staff Evaluations – Completes the staff evaluations each year. Faculty Search – Places ad in C&EN (and other locations as directed). Prepares files for each candidate, makes hotel accommodations, prepares two day schedules for all candidates and processes reimbursement requests. New Faculty – Works closely with faculty administration, arranges for computer id, supplies, set up phones, etc. Graduation and Awards – Evaluates students’ transcripts for graduation and awards. Prepares information (student GPA, transcripts, etc) for Awards Committee, Orders all awards, makes award certificates, organizes and orders food for the awards ceremony, schedules the awards ceremony date, requests the room, decorates the venue. Contacts all award winners alerting them of their award/s and invites them to the ceremony. Posts award winner information to Dept website after the event. The endowments are part of this process and are given out as awards to students for the following year. This involves managing the endowment budgets and processing the awards in Blackbaud. Budget – Supplies department chair with budget information using WebFocus Reports every month. Updates excel spreadsheet of the finances. Keeps tally of faculty travel requests and seminar speakers’ expenses. Works closely on the budget at year end to assure the department does not overspend the budget. Purchasing – Processes web reqs as needed. Works closely with purchasing regarding any discrepancies. Reimbursements and Payment Reqs – Processes as needed. Reports – Prepares a variety of reports including the ACS annual report, Department Organization chart, Space Inventory, assists in preparing the Graduate Program Reviews & Chemistry Department Reviews. Supplies data for a variety of report requests including student retention reports, grant applications, etc. Office/Breakroom Supplies – Processes office supply orders when the Office assistant is on vacation. Shops for breakroom supplies/dish soap/sponges/hand sanitizer etc. Website – Co-Chair of the Communications and Networking Committee. Makes updates to the department website, posts syllabi each term. Department Data Steward – works with IT to be in compliance with the annual computer scans. Processes the required paperwork and manually scans computers that do not get scanned by the users. P-Card – Uses the University credit card to purchase a wide variety of items such as, refreshments for chemistry seminars, software license, office supplies, reprint articles, hotel bills, etc. Reconcile monthly credit card statements. UPS online shipping – Prepares UPS shipments as needed. Room Reservations – Processes room requests for faculty as requested. Post-Doc – Assists with paperwork for visa’s, works closely with the International Affairs Office. Processes H/R paperwork, application, tax forms etc. Dock Area – Opens the dock to delivery drivers when stockroom manager or assistants are out of office. Includes pulling the dry ice container bins to the loading dock, at times when the stockroom manager or assistants are not available. Part-Time Faculty Payroll – Processes paperwork and loads into PT module each term. Annual Denkewalter Lecture – Makes hotel reservations for the speaker and processes honorarium, and reimbursements. Orders the food for the reception and dinner. Secures lecture and dinner rooms. Seminars – Makes hotel reservations for seminar speakers and processes reimbursements. Shops for seminar refreshments. Meetings/Events – Prepares schedules for department events, reserves event space, and shops for refreshments. Furniture – Work with purchasing to update/order furniture when necessary. Retirements – Coordinates retirement parties and purchases retiree gifts. Trouble Shoot – Act as trouble-shooter for faculty, graduate & ug students, & staff for various problems which may include physical plant, security, telecommunications, network support, human resources, registration and records, faculty administration, dean’s office, purchasing, financial aid, key issues, etc. Main Office – Keeps office neat and organized. Responsible for keeping the office and the staff working efficiently and effectively. Manages the copiers (helping with jams, supplies, etc) when the office assistant is not available. Greeter – Fills in as department greeter when the front desk person is out of the office. Minimum Education and/or Work Experience Some college required; bachelor’s degree strongly preferred. Three to five years of related experience in an office setting; some supervisory experience preferred. Equivalent combination of education and experience may be considered. Qualifications High School Diploma Certificates/Credentials/Licenses None Computer Skills Proficient computer skills and knowledge of MS office suite; adept user of Internet, e-mail and other office automation systems. Supervisory Responsibilities Yes Required operation of university owned vehicles No Does this position require direct animal or patient contact? No Physical Demands None Working Conditions None Open Date 11/04/2024 Close Date Special Instructions to Applicants Diversity and Inclusion Statement Diversity, Equity, and Inclusion
As one of the nation’s largest Jesuit, Catholic universities, Loyola University Chicago fosters a transformative cultural experience that honors diversity, equity, and inclusion. We are committed to not only recruiting, but also retaining a diverse, mission driven workforce and enabling a culture of inclusiveness in an environment that values service excellence, stewardship, personal well-being, and professional development for all of our employees. Loyola University Chicago supports its staff and faculty with a wide array of affordable, comprehensive and competitive benefits centered on health and wellness, financial security, equity, and work-life balance. We actively seek those who wish to join our faculty, staff, and students in a community of diverse opinions, perspectives, and backgrounds supporting our Jesuit mission and striving toward the same goal of being persons for and with others.
Quick Link for Posting https://www.careers.luc.edu/postings/29687 Supplemental Questions
Supervision of department office staff – This team currently comprises the Office Assistant position and the Graduate Program Administrative Assistant position. The office assistant is 0.80 FTE (4 days a week). The Graduate Program Administrative Assistant is 0.50 FTE in this department and 0.50 FTE for Bioinformatics. Performs other staff’s duties on their days off, as needed. Approves timecards. Faculty Meeting – Prepares monthly agenda, makes coffee and set-up, attends meeting, and transcribes minutes. Maintain Chair’s Calendar – Make appointments for students, faculty, and others. Handle confidential secretarial duties for Chair – As assigned. Assists Undergraduate Students – with registration problems, using the LOCUS system to unblock students when appropriate. Answers general inquiries regarding prerequisites and degree requirements. Pre-Req Check Students – with the help of the office assistant, review students who did not complete the pre-reqs with a passing grade and drop them from courses they do not have the appropriate pre-reqs for. Notify the students and their academic advisors via e-mail. This happens after each semester, Fall, Spring, Summer I & Summer II. Course Schedules – Works with the department chair to prepare teaching assignments. Arranges the teaching schedule and loads the chemistry class offerings in Peoplesoft (LOCUS) each term. FALL, SPRING, SUMMER, JTERM. Open Office Staff Positions – Perform duties of any vacant position. Works closely with H/R to process the online job posting. Prints all job applicant materials, prepares files, reviews files, selects candidates (with other committee members), and interviews candidates. Processes H/R paperwork for new employees and trains new employees. Student Workers – Processes student workers H/R paperwork, using WorkBright. Trains students on use of Kronos (online timecard) and approves timecards. Keys – Processes key requests via campus safety. Distributes keys. Staff Evaluations – Completes the staff evaluations each year. Faculty Search – Places ad in C&EN (and other locations as directed). Prepares files for each candidate, makes hotel accommodations, prepares two day schedules for all candidates and processes reimbursement requests. New Faculty – Works closely with faculty administration, arranges for computer id, supplies, set up phones, etc. Graduation and Awards – Evaluates students’ transcripts for graduation and awards. Prepares information (student GPA, transcripts, etc) for Awards Committee, Orders all awards, makes award certificates, organizes and orders food for the awards ceremony, schedules the awards ceremony date, requests the room, decorates the venue. Contacts all award winners alerting them of their award/s and invites them to the ceremony. Posts award winner information to Dept website after the event. The endowments are part of this process and are given out as awards to students for the following year. This involves managing the endowment budgets and processing the awards in Blackbaud. Budget – Supplies department chair with budget information using WebFocus Reports every month. Updates excel spreadsheet of the finances. Keeps tally of faculty travel requests and seminar speakers’ expenses. Works closely on the budget at year end to assure the department does not overspend the budget. Purchasing – Processes web reqs as needed. Works closely with purchasing regarding any discrepancies. Reimbursements and Payment Reqs – Processes as needed. Reports – Prepares a variety of reports including the ACS annual report, Department Organization chart, Space Inventory, assists in preparing the Graduate Program Reviews & Chemistry Department Reviews. Supplies data for a variety of report requests including student retention reports, grant applications, etc. Office/Breakroom Supplies – Processes office supply orders when the Office assistant is on vacation. Shops for breakroom supplies/dish soap/sponges/hand sanitizer etc. Website – Co-Chair of the Communications and Networking Committee. Makes updates to the department website, posts syllabi each term. Department Data Steward – works with IT to be in compliance with the annual computer scans. Processes the required paperwork and manually scans computers that do not get scanned by the users. P-Card – Uses the University credit card to purchase a wide variety of items such as, refreshments for chemistry seminars, software license, office supplies, reprint articles, hotel bills, etc. Reconcile monthly credit card statements. UPS online shipping – Prepares UPS shipments as needed. Room Reservations – Processes room requests for faculty as requested. Post-Doc – Assists with paperwork for visa’s, works closely with the International Affairs Office. Processes H/R paperwork, application, tax forms etc. Dock Area – Opens the dock to delivery drivers when stockroom manager or assistants are out of office. Includes pulling the dry ice container bins to the loading dock, at times when the stockroom manager or assistants are not available. Part-Time Faculty Payroll – Processes paperwork and loads into PT module each term. Annual Denkewalter Lecture – Makes hotel reservations for the speaker and processes honorarium, and reimbursements. Orders the food for the reception and dinner. Secures lecture and dinner rooms. Seminars – Makes hotel reservations for seminar speakers and processes reimbursements. Shops for seminar refreshments. Meetings/Events – Prepares schedules for department events, reserves event space, and shops for refreshments. Furniture – Work with purchasing to update/order furniture when necessary. Retirements – Coordinates retirement parties and purchases retiree gifts. Trouble Shoot – Act as trouble-shooter for faculty, graduate & ug students, & staff for various problems which may include physical plant, security, telecommunications, network support, human resources, registration and records, faculty administration, dean’s office, purchasing, financial aid, key issues, etc. Main Office – Keeps office neat and organized. Responsible for keeping the office and the staff working efficiently and effectively. Manages the copiers (helping with jams, supplies, etc) when the office assistant is not available. Greeter – Fills in as department greeter when the front desk person is out of the office. Minimum Education and/or Work Experience Some college required; bachelor’s degree strongly preferred. Three to five years of related experience in an office setting; some supervisory experience preferred. Equivalent combination of education and experience may be considered. Qualifications High School Diploma Certificates/Credentials/Licenses None Computer Skills Proficient computer skills and knowledge of MS office suite; adept user of Internet, e-mail and other office automation systems. Supervisory Responsibilities Yes Required operation of university owned vehicles No Does this position require direct animal or patient contact? No Physical Demands None Working Conditions None Open Date 11/04/2024 Close Date Special Instructions to Applicants Diversity and Inclusion Statement Diversity, Equity, and Inclusion
As one of the nation’s largest Jesuit, Catholic universities, Loyola University Chicago fosters a transformative cultural experience that honors diversity, equity, and inclusion. We are committed to not only recruiting, but also retaining a diverse, mission driven workforce and enabling a culture of inclusiveness in an environment that values service excellence, stewardship, personal well-being, and professional development for all of our employees. Loyola University Chicago supports its staff and faculty with a wide array of affordable, comprehensive and competitive benefits centered on health and wellness, financial security, equity, and work-life balance. We actively seek those who wish to join our faculty, staff, and students in a community of diverse opinions, perspectives, and backgrounds supporting our Jesuit mission and striving toward the same goal of being persons for and with others.
Quick Link for Posting https://www.careers.luc.edu/postings/29687 Supplemental Questions
Required fields are indicated with an asterisk (*).
* Please indicate the highest level of education that you have successfully completed: High School Diploma or GED Some college coursework Associate Degree Bachelor Degree Master Degree Doctoral Degree * Do you have at least 3 years of related experience in an office setting? Yes No * Do you have supervisory experience? Yes No * Why do you want to work for Loyola University Chicago?(Open Ended Question)
* How did you hear about this employment opportunity? Public Job Posting Internal Job Posting Agency Referral Advertisement/Publication Personal Referral Website Other Applicant Documents Required Documents Resume Cover Letter/Letter of Application Optional Documents
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