Job description
Position Details
Position Details
Job Title
ADMINISTRATIVE ASSISTANT
Position Number
8102611
Job Category
University Staff
Job Type
Full-Time
FLSA Status
Non-Exempt
Campus
Rogers Park-Lake Shore Campus
Department Name
FACILITIES LSC
Location Code
FACILITIES LSC (07211A)
Is this split and/or fully grant funded?
No
Duties and Responsibilities
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Prepare purchase orders and check requisitions for vendors under contractual obligations
- Reconcile vendor invoicing against contractual obligations
- Organize, reconcile, and maintain necessary documentation to ensure compliance with Purchasing policy and procedures
- Assist Financial Analyst in the upkeep of departmental spreadsheets and/or databases
- Proactively contact vendors requesting statement of accounts
- Assist Financial Analyst with timely payment of facilities department invoicing
- Assist Financial Analyst with quarterly financial reporting and chargeback documentation
- Process payments for city permits, inspections, and other miscellaneous City of Chicago fees
- Manage department’s administrative services vendors (copiers, postal, document destruction, etc.)
- Assist with customer service and support to students, staff, faculty, and guest via facilities call center and integrated work management system (IWMS)
- Answer and address customer inquiries relative to service requests, work orders and other facilities department services; instruct and assist customers/staff on the IWMS service request/work order process
- Assist with creating, monitoring, and processing work orders through their life span; assist with work order inactivation/closing; produce reports and documentation as necessary
- Compile and send scheduled facilities IWMS benchmark reports to facilities management and campus partners
- Provide Ad-hoc IWMS reports as requested by facilities management
- Other duties as assigned in assistance with implementation and upkeep of facilities department IWMS
- Proactively update facilities management calendar with important university related events
- Manage department’s computer inventory, purchases, and ITS (Information Technology Services) mandated software scans
- Oversee facilities department’s cell phone service and cell phone inventory
- Administer facilities department’s main email inbox and physical email
- Assist facilities department with student worker hiring and scheduling
The above statements are intended to describe the general nature and level of the work being performed by those assigned to the position. This is not an exhaustive list of all duties and responsibilities. Loyola management reserves the right to amend and change responsibilities to meet business and organizational needs.
Minimum Education and/or Work Experience
High school diploma or equivalent and one to three years of relevant experience; some positions may require additional experience.
Qualifications
Some college required
Certificates/Credentials/Licenses
None
Computer Skills
Proficient with Office 365 suite, Outlook, Excel, Lawson, Archibus, and power BI.
Supervisory Responsibilities
No
Required operation of university owned vehicles
No
Does this position require direct animal or patient contact?
No
Physical Demands
Repetitive Motions
Working Conditions
None
Open Date
04/11/2023
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/24373
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