Program Assistant, ALANA Services Job at Loyola University Maryland
If Temporary or Visiting, Estimated End Date: Position Summary and Duties
Job Posting Date 01/13/2023 Priority Application Deadline Date Job Close Date Anticipated Start Date University Description
The Program Assistant will manage the overall front line administrative functions of an office suite shared by two departments: Loyola’s multicultural student services office, ALANA Services (African, Latinx, Asian, Native American) and the Office of Student Engagement.
Job duties include: draft and edit various correspondences, minutes, documents, and forms for the staff; create and/or update spreadsheets, presentations, data reports, as well as other documents and files. Answer incoming calls and triage to the appropriate staff; handle routine inquiries and assist in troubleshooting potential questions, concerns, and issues. Organize and maintain confidential files and records; proofread documents to ensure accuracy. Sort and distribute incoming/outgoing mail and correspondences. Maintain office equipment and inventory; order office equipment and supplies, schedule equipment maintenance and/or repair. Budget management duties: prepare invoices and ensure timely payments to vendors, monitor/update ALANA departmental budget, and process budget adjustments.
Provide front office support to ALANA Services and Student Engagement staff with logistics. Coordinate events, meetings, and conferences; manage registration and communication processes, and room reservations. Coordinate appointments and travel arrangements as needed.
Provide confidential administrative support to the director of ALANA Services. Handle complex scheduling and manage the director’s Outlook calendar. Screen incoming calls and ensure messages are communicated in a timely manner. Meet weekly to prepare meeting agendas and other pertinent documents; additionally provide budget and fiscal management support. Assist in the preparation of assigned reports.
Supervision of work study student assistants. Coordinate the selection, training, and onboarding process for newly hired student assistants. Track and monitor work hours.
This position is full-time and is scheduled to work Monday through Friday 8:30am to 5pm, with 1 hour for lunch. For more information on ALANA Services please visit: https://www.loyola.edu/department/alana
Required Qualifications
Job duties include: draft and edit various correspondences, minutes, documents, and forms for the staff; create and/or update spreadsheets, presentations, data reports, as well as other documents and files. Answer incoming calls and triage to the appropriate staff; handle routine inquiries and assist in troubleshooting potential questions, concerns, and issues. Organize and maintain confidential files and records; proofread documents to ensure accuracy. Sort and distribute incoming/outgoing mail and correspondences. Maintain office equipment and inventory; order office equipment and supplies, schedule equipment maintenance and/or repair. Budget management duties: prepare invoices and ensure timely payments to vendors, monitor/update ALANA departmental budget, and process budget adjustments.
Provide front office support to ALANA Services and Student Engagement staff with logistics. Coordinate events, meetings, and conferences; manage registration and communication processes, and room reservations. Coordinate appointments and travel arrangements as needed.
Provide confidential administrative support to the director of ALANA Services. Handle complex scheduling and manage the director’s Outlook calendar. Screen incoming calls and ensure messages are communicated in a timely manner. Meet weekly to prepare meeting agendas and other pertinent documents; additionally provide budget and fiscal management support. Assist in the preparation of assigned reports.
Supervision of work study student assistants. Coordinate the selection, training, and onboarding process for newly hired student assistants. Track and monitor work hours.
This position is full-time and is scheduled to work Monday through Friday 8:30am to 5pm, with 1 hour for lunch. For more information on ALANA Services please visit: https://www.loyola.edu/department/alana
High School diploma or equivalent.
1-3 years of progressively responsible related experience in a professional office environment or an equivalent combination of formal education/training and experience.
Preferred Qualifications
1-3 years of progressively responsible related experience in a professional office environment or an equivalent combination of formal education/training and experience.
- Knowledge of office practices, procedures, systems, and equipment.
- Advanced word processing skills, including proficiency with Microsoft Office Suite such as Access, Teams, Excel, and Word.
- Excellent written and oral communication ability, efficient work habits, strong organizational skills, and superior attention to detail.
- Ability to prepare and maintain budgets.
- Ability to handle multiple tasks, priorities and deadlines.
- Ability to maintain confidentiality and use discretion.
- Ability to proofread and ensure accuracy with outgoing communication.
- Strong interpersonal and customer service skills.
- Polished, professional phone manner.
- High personal standards of quality, accuracy, and productivity.
- Patience and flexibility.
- Ability to handle multiple tasks, priorities, and deadlines.
- Detail oriented and extremely organized.
- Unquestioned integrity and discretion.
- Ability to support diversity, inclusion, and cultural awareness.
Job Posting Date 01/13/2023 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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