Administrative Operations Manager

Employment Opportunities Designed to Help Us Collaborate in Creation!

Position Number: 8101889
• Work Modality:
Fully In-Person
• Job Category:
University Staff
• Job Type: Full Time
• FLSA Status:
Exempt
• Campus:
Rogers Park‑Lake Shore Campus
• Department: SCHOOL OF ENVIRONMENTAL SUSTAINABILITY
• Location Code: SCH OF ENVIRO SUSTAINABILITY (03250A)

This position reports directly to the Dean of the School of Environmental Sustainability and provides direct support to the Dean and divisional support related to school administration, operations, and program support.

• 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, including collecting receipts and submitting 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 full search logistics (travel, scheduling, expense reimbursements, etc.) and coordination of HR paperwork, Loyola IDs, office assignments, office keys, technology access, and office supplies.
  • Support the Associate Dean of Faculty and search committees in onboarding all new part‑time faculty, including coordination of HR paperwork, Loyola IDs, office assignments, office keys, technology access, and office supplies.
  • Support the Associate Dean of Faculty in the logistics of New Faculty Orientation.
  • Create and manage a new onboarding process for staff, including coordination of HR paperwork, Loyola IDs, office assignments, office 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%)
  • Manage all administrative operations for the School, including organization of School files.
  • Provide support to faculty and staff for day‑to‑day operations, including ordering office supplies and class supplies, managing mail and packages, assisting with space reservations, and addressing any issues with the 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 the processing of 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:
  
  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.
• Expressed interest in environmental issues and a passion for higher education.
• Five years of related experience and a working knowledge of business and management principles involved in the coordination of people, projects, events, and resources.
• Strong project management and organizational skills and advanced proficiency in technology, including the full Microsoft Office Suite, Zoom, and Adobe Products.
• Excellent written and oral communication skills, strong organizational and interpersonal skills, reliability, professional conduct, and enthusiasm for…