Administrative Operations Manager Job Chicago area,Illinois USA,Administrative/Clerical

Administrative Operations Manager

Full‑time staff position at Loyola University Chicago’s School of Environmental Sustainability located at Rogers Park‑Lake Shore Campus. Works directly with the Dean of the School. Fully in‑person.

Summary

This role reports directly to the Dean and provides day‑to‑day operational support, divisional administration, and program support.

Essential Duties and Responsibilities

Executive Assistant to the Dean (35%)

Oversee management of Dean’s office, including calendar management, special projects, and SES faculty and staff meetings and retreats coordination.

Manage Dean’s Procard reconciliation – collect receipts and submit monthly reconciliations via the PNC Bank online portal.

Schedule flights, hotels, and general travel plans for Dean’s professional travel schedule.

Other duties as assigned.

HR (15%)

Support the Associate Dean of Faculty and search committees in hiring and onboarding all new full‑time faculty, including logistics of travel, scheduling, expense reimbursements, and coordination of HR paperwork, Loyola IDs, office assignments, keys, technology access, and office supplies.

Support the Associate Dean of Faculty and search committees in onboarding all new part‑time faculty with the same set of logistics and paperwork.

Support the Associate Dean of Faculty in the logistics of New Faculty Orientation.

Create and manage a new onboarding process for staff with HR paperwork, Loyola IDs, office assignments, keys, technology access, and office supplies.

Hire, train, and manage all student workers in the SES Dean’s office.

Academic Support (10%)

Support academic staff with semester course scheduling using LOCUS.

Manage and oversee the semester syllabus collection for all SES courses.

General Office Management (30%)

Management/organization of School files.

Provide support to faculty and staff for day‑to‑day operations: ordering office and class supplies, managing mail and packages, assisting with space reservations, and addressing any issues with facilities or ITS.

Maintain office equipment (printer/copier) and general supplies.

Manage SES reception phone.

Create room directory, contact list, door signage, and room assignments each semester for all faculty and staff.

Manage reservation requests for SES 116 and 117.

Manage keys and access for SES offices and spaces.

Support the Assistant Director of Business Operations in processing departmental invoices, expense reimbursements, and act as a secondary signature for SES accounts.

Other duties as assigned.

Events and Tours (10%)

SES tour arrangements – manage requests, reserve rooms, arrange for tour guides, and send parking information.

Manage and/or provide support for SES events in collaboration with other staff.

Support the Assistant Dean of Undergraduate Studies with commencement and other student events.

Process honorariums and invoices for any event costs, including speakers’ and panelists’ expenses.

Minimum Education and/or Work Experience

High school diploma or equivalent required; bachelor’s degree preferred. Three to five years of relevant office experience with at least one year of supervisory experience.

Qualifications

Must hold a bachelor’s degree, have an expressed interest in environmental issues, and an interest in working in higher education. Five years of related experience and working knowledge of business and management principles. Strong project management, organizational skills, and advanced proficiency with technology including the full Microsoft Office Suite, Zoom, and Adobe products.

Excellent written and oral communication, strong organizational and interpersonal skills, reliability, professional conduct, and enthusiasm for environmental sustainability. Resourceful, detail‑oriented, efficient, and capable of managing multiple projects. Able to work as part of a team in a fast‑paced, service‑oriented environment and with diverse groups of people.

Computer Skills

Proficiency in the full Microsoft Office Suite, Zoom, and Adobe. Experience with People Soft and time‑card programs such as Kronos is preferred.

Salary

Maximum: $61,539 per annum. Minimum: $52,480 per annum.

Equal Opportunity Employment

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

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