Administrative Operations Manager

The School of Environmental Sustainability ( SES) invites applications for a full-time Administrative Operations Manager staff position. SES is a leader in interdisciplinary environmental sustainability. The SES is home to 20 faculty and serves 400+ undergraduate and graduate students, offering six undergraduate degrees and one graduate degree. The SES is housed within a state-of-the-art geothermally heated/cooled building complex containing a greenhouse, two aquaponics facilities, a biodiesel production facility, and teaching and research labs. The campus is highly energy efficient and supports several green roofs and student-run urban gardens. For more information about SES, please visit our website: https://www.luc.edu/sustainability/.

Summary

This position will report directly to the Dean of the School of Environmental Sustainability and is responsible for the direct support of the Dean in day-to-day operations, as well as divisional support related to School administration, operations, and program support.

Essential Duties and Responsibilities

Executive Assistant to the Dean (35%)
1. Oversee management of Dean's Office, including: calendar management; special projects; and SES faculty and staff meetings and retreats coordination.
2. Manage Dean's Procard reconciliation, including collecting receipts and submitting monthly reconciliations via the PNC Bank online portal.
3. Schedule flights, hotels, and general travel plans for Dean's professional travel schedule.
4. Other duties as assigned.

HR (15%)
1. 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.
2. 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.
3. Support the Associate Dean of Faculty in the logistics of New Faculty Orientation.
4. 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.
5. Hire, train, and manage all student workers in the SES Dean's Office.

Academic Support (10%)
1. Support academic staff with semester course scheduling using LOCUS
2. Manage and oversee the semester syllabus collection for all SES courses.

General Office Management (30%)
Responsible for managing all administrative operations for the School, including:

1. Management/organization of School files

2. 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.
3. Maintain office equipment (printer/copier) and general supplies.
4. Manage SES reception phone.
5. Create room directory, contact list, door signage, and room assignments each semester for all faculty and staff.
6. Manage reservation requests for SES 116 and 117.
7. Manage keys and access for SES offices and spaces.
8. Support the Assistant Director of Business Operations in the processing of departmental invoices, expense reimbursements, and act as a secondary signature for SES accounts.
9. Other duties as assigned.

Events and tours (10%)
1. SES tour arrangements - manage requests, reserve rooms, arrange for tour guides, and send parking information.
2. Manage and/or provide support for SES events in collaboration with other staff
3. Support the Assistant Dean of Undergraduate Studies with commencement and other student events
4. Process honorariums and invoices for any event costs, including speakers' and panelists' expenses.

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, an expressed interest in environmental issues, and an interest in working in a higher education setting. 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. We are particularly seeking candidates with strong project management and organizational skills and an advanced level of understanding and use of technology, including the full Microsoft Office Suite, Zoom, and Adobe Products.

The candidate must have excellent written and oral communication skills, strong organizational and interpersonal skills, and demonstrate reliability, professional conduct, and enthusiasm for environmental sustainability. Must have a strong work ethic; be resourceful, detail-oriented, efficient, and able to manage an array of projects simultaneously. Must be able to work as part of a team in a service-oriented, fast-paced environment, and be effective in working with and managing diverse groups of people, including faculty, staff, students, and external constituents. Must be able to determine goals and set priorities within the context of departmental and division goals and strategic plans. Must have or develop a strong working knowledge of Loyola University Chicago and its culture, people, programs, and involvement opportunities.

Proficiency in the full Microsoft Office Suite, Zoom, and Adobe. Experience with PeopleSoft and timecard programs, such as Kronos, preferred.

As a Jesuit, Catholic institution of higher education, we seek candidates who will contribute to our strategic plan to deliver a Transformative Education in the Jesuit tradition. To learn more about Loyola University Chicago's mission, candidates should consult our website at www.luc.edu/mission/. For information about the university's focus on transformative education, they should consult our website at www.luc.edu/transformativeed.

Founded in 1870, Loyola University Chicago is one of the nation's largest Jesuit, Catholic universities, recognized for its academic excellence, commitment to community engagement, and leadership in sustainability. A Carnegie R1 research institution, Loyola leverages its status as one of an elite group of universities with the highest level of research activity to advance knowledge that serves communities and creates global impact. With 15 schools, colleges, and institutes-including Business, Law, Medicine, Nursing, and Health Sciences-Loyola operates three primary campuses in the greater Chicago area and one in Rome, Italy, that provide students a transformative, globally connected learning experience. Consistently ranked among the nation's top universities by U.S. News & World Report, Loyola is a STARS Gold-rated institution that is ranked as one of the country's most sustainable campuses by The Princeton Review and has earned distinctions from AmeriCorps and the Carnegie Foundation for its longstanding record of service and community engagement. Guided by its Jesuit mission and commitment to caring for the whole person, Loyola educates ethical leaders who think critically, act with purpose, and strive to create a more just and sustainable world.

Loyola University Chicago strives to be an employer of choice by offering its staff and faculty a wide array of affordable, comprehensive, and competitive benefits. To view our benefits in detail, click here.

Loyola adheres to all applicable federal, state, and/or local civil rights laws and regulations prohibiting discrimination in private institutions of higher education. Please see the University's Nondiscrimination Policy.