Administrative Operations Manager

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 Name SCHOOL OF ENVIRONMENTAL SUSTAINABILITY

Location Code SCH OF ENVIRO SUSTAINABILITY (03250A)

Is this split and/or fully grant funded? No

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, home to 20 faculty and serving 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 https://(Use the "Apply for this Job" box below)./sustainability/.

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.

• 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.

• 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.
• 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.
• Support the Associate Dean of Faculty in the logistics of New Faculty Orientation.
• 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.
• Hire, train, and manage all student workers in the SES Dean’s Office.

• Support academic staff with semester course scheduling using LOCUS.
• Manage and oversee the semester syllabus collection for all SES courses.

• Management/organization of School files.
• 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.
• 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.

• 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.

High…