Program Assistant 11 Months - Math & Stats and Chemistry Departments

Position Title

Program Assistant 11 Months - Math & Stats and Chemistry Departments

Employee Type

Regular

Office/Department

Loyola College

Work Environment

Loyola University Maryland Main Campus

Job Type

Full time

Benefits at Loyola

https://www.loyola.edu/department/hr/benefits/

Compensation Range

Anticipated Start Date

08/15/2025

If Temporary or Visiting, Estimated End Date

Position Duties

Provides administrative support for the Chemistry Department, Mathematics & Statistics Department and the Director of the E&S Program. Duties include providing a diverse range of administrative support while balancing multiple priorities in support of department and University goals.

Provides administrative support for the Chemistry Department, Mathematics & Statistics Department and the Director of the E&S Program.  Duties include providing a diverse range of administrative support while balancing multiple priorities in support of department and University goals.

In this capacity, this position serves as the face of these departments/programs – welcoming, greeting, and answering questions for students and others about department functions and program requirements, as necessary. In addition, this position tackles the day-to-day functions of the departments including, but not limited to, completing tasks associated with the management of the office, as well as course scheduling, with department-related event planning, with the organization of the student honors societies, and with events organized by the student academic clubs.

In addition, the Program Assistant will provide confidential administrative support. Answer phone calls and direct calls to the appropriate party; handle routine inquiries. Draft routine correspondence, take and/or transcribe minutes, create spreadsheets, presentations, documents and files; Organize and maintain electronic and other files and records; Proofread documents for accuracy; Sort and distribute incoming mail and correspondence; Collect and prepare information for use in discussions and meetings, etc.; Maintain all office equipment, including ordering equipment and supplies, scheduling repair and maintenance and troubleshooting of equipment; Resolve or appropriately refers questions, requests, complaints, and problems; Prepare invoices and ensure timely payment; Process budget adjustments and monitor budgets and prepare and format reports, perform data entry and track data on a regular and as needed basis. This individual will also provide programmatic logistical support, support for searches for faculty, staff and administration positions; Respond to numerous department ad hoc needs; Assist in coordinating and scheduling department travel including submitting travel documentation for reimbursement; Make department purchases and manage Purchase Card submissions; Supervise student employees; Assist with onboarding new faculty.

Please submit Resume, Cover Letter and References with application.

• Associate’s degree or vocational/technical school degree with 3-5 years of relevant experience.
• Knowledge of office practices, procedures, systems, and equipment.
• Ability to answer multiple phone lines while maintaining poise and providing first-rate customer service.
• Proficiency in Microsoft Office products (i.e., Word, Excel, PowerPoint, Outlook, etc.) and data systems.
• Excellent written and oral communication skills, efficient work habits, strong organizational skills, and strong attention to detail.
• Strong multi-tasking and follow-up skills with ability to manage and meet multiple deadlines.
• Ability to produce accurate work and prioritize effectively.
• Ability to prepare and maintain budgets and generate Excel and other reports.
• Ability to maintain confidentiality and use discretion.
• Demonstrated experience organizing, planning, and coordinating events.
• Ability to support the University’s goals for institutional diversity, as well as the goals and values of a Catholic, Jesuit education.

Successful candidates for any staff, faculty, or administrative position at Loyola University Maryland will be subject to a pre-employment background check. Note: Experience and/or education may be substituted for requirements.