Job Information
Loyola University Chicago Executive Assistant to the Dean in Chicago, Illinois
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Position Details
Position Details
Job Title EXECUTIVE ASSISTANT SON
Position Number 8100520
Job Category University Staff
Job Type Full-Time
FLSA Status Exempt
Campus Maywood-Health Sciences Campus
Department Name SCHOOL OF NURSING
Location Code SCHOOL OF NURSING (02400A)
Is this split and/or fully grant funded? No
Duties and Responsibilities
Overview: Provide high-level, proactive administrative and project management support to the Dean of the Loyola University Chicago Marcella Niehoff School of Nursing ( MNSON ). Understand the School and Dean’s goals and priorities to establish and maintain efficient coordination of the Dean’s affairs maintaining a high degree of confidentiality. This position is based at Loyola’s Health Sciences Campus and is a part of the staff administrative team that ensures effective coordination of MNSON administrative functions at the direction of the Director of Administrative Operations.
Responsibilities:
Provide primary support to the Dean: screen calls and visitors; maintain the Dean’s calendar anticipating conflicts and effectively negotiating competing interests; ensure that deadlines and events are chronicled; coordinate meetings and some aspects of travel; reconcile charges to the Dean’s company credit card/Procard; and prepare expense reimbursement documentation.
Manage the Dean’s task list and follow-up activities to assure timely completion of projects.
Manage and coordinate projects and initiatives with varying objectives and support needs.
Prepare sensitive and confidential correspondence. Draft routine correspondences for the Dean’s signature.
Assist the Dean with developing and formatting reports, publications, and presentations.
Communicate information and responses to internal and external constituents including delegating to MNSON administrators, faculty, or staff when appropriate facilitating effective services and solutions. Interface with the MNSON Advisory Board as a liaison.
Act as a liaison between the Dean and Associate Deans, Assistant Deans, Directors, faculty, staff, students, and alumni.
Assist the Dean with communications to university and external units and align events and meetings with the Dean’s schedule.
Coordinate meetings and events for School of Nursing faculty, staff and students, the University community, and external partners including facilities, catering, invitations, speakers, and event budget.
Assist the Dean with preparation for meetings and events. Summarize and prepare responses and track action items to ensure responsiveness and closure.
Provide support for town hall and school leadership (Academic Council and Executive Committee) meetings including scheduling meetings, drafting agendas, taking notes, preparing minutes, following-up on action items, and executing related committee business/tasks.
Collect and maintain documentation for compliance and accreditation including flu vaccination, CVs, and professional licenses. Assist in preparation of MNSON accreditation and maintain accreditation files.
Maintain files and databases of full and part-time faculty, emeritus faculty, honorific faculty, and previously employed faculty. Assist with maintaining MNSON listservs.
Contribute to the School of Nursing and University goals for inclusive excellence and antiracism.
Perform other duties, as assigned.
Special Instructions:
Review of applications will begin in May 2024 and will continue until the position is filled. Applicants are asked to submit (1) a cover letter describing interest in and qualifications for the position, (2) resume, (3) the names and contact information of three individuals prepared to provide professional references (references will be contacted for finalists only), and (4) an Inclusive Excellence statement addressing past efforts and future plans to advance diversity, equity and inclusion.
The Inclusive Excellence statement should address the following:
• Understanding of barriers: Describe your understanding of the barriers that exist for historically under-represented groups (URGs) in nursing. URGs include under-represented ethnic or racial minorities; men; lesbian, gay, bisexual, transgender, or queer individuals; people with disabilities; and undocumented immigrants.
• Past activities: Discuss past activities contributing to diversity, equity and inclusion. Examples may include teaching/curriculum, mentoring/advising/tutoring; outreach efforts; committees, task forces, and boards; scholarship and/or research, and other initiatives.
• Future plans: Describe how you plan to contribute to diversity, equity, and inclusion in the MNSON including activities you would pursue and how they would fit into the Executive Assistant to the Dean role.
Minimum Education and/or Work Experience
Bachelor’s degree and at least five years of related experience required. Experience in higher education strongly preferred. Equivalent combination of education and experience may be considered.
Qualifications
-Experience in higher education is strongly preferred.
-Project management certification and/or experience is desired.
-Strong written and verbal communication, organization, time management, and interpersonal skills required, as well as attention to detail.
-Exceptional ability to research, plan, implement, and complete complex tasks applying independent judgment and working effectively as a part of a team.
Certificates/Credentials/Licenses
n/a
Computer Skills
Microsoft Office suite (Word, Excel, PowerPoint, SharePoint, OneDrive, etc.) proficiency
Supervisory Responsibilities No
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 05/23/2024
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 (https://www.luc.edu/diversityandinclusion/) . 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 (https://cld.bz/c/sy7N6a?utm_medium=email&utm_source=transactional&utm_campaign=CldBz-Share-Collection) 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/28243