ADMINISTRATIVE ASSISTANT

Position Details

Position Details

Job Title ADMINISTRATIVE ASSISTANT

Position Number 8100133 Job Category University Staff Job Type Full-Time FLSA Status Non-Exempt Campus Chicago-Water Tower Campus Department Name LAW SCHOOL Location Code SCHOOL OF LAW:CHILD LAW CNTR (02700F) Is this split and/or fully grant funded? No Duties and Responsibilities

The Civitas ChildLaw Center Administrative Assistant performs duties essential to the effective administration of the Center and its programs. The assistant should be self-motivated and able to take initiative with projects that advance the Center's mission and activities.

Key Responsibilities include:

Receptionist – responsible for receiving and directing calls and visitors to the Center with a courteous demeanor, including documenting intake calls from potential clients, calendar management, room reservations, and distribution of mail and other communications.

Legal Assistance – responsible for providing legal administrative assistant duties for Center attorneys, including hard copy file maintenance, electronic database management, case intake, appropriate referrals, monitoring of ChildLaw Clinic email and list serve accounts, Circuit Court E-File system,f legal correspondence and document management.

Facilities and Equipment – responsible for maintenance and organization of office supplies,and ,equipment including printers, copier/fax and laptops. Maintain a professional legal and educational environment which includes housekeeping items such as ensuring kitchen area, library, fax room and storage area are clean and organized.

Communications – publish and distribute all Center communications, including newsletters, alumni directory, and research reports. Maintain Center contacts databases and be able to use marketing automation platforms similar to MailChimp.

Event Planning – provide full administrative support in connection with event planning, including weekly speaker series, conferences, symposia and special events. Also responsible for independently coordinating and executing programing for annual events such as Give-a-Gift, Association of Family and Conciliatory Courts conference and other events. Responsibilities include hotel accommodations, food orders, printing, and day of conference coordination.

Performs other duties as assigned.

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

Bachelor's degree preferred.

The person who fills this position must be able to represent the Center as a helpful and professional presence. This includes good communication and personal presentation skills.

The individual must have strong organization skills and an ability to maintain a professional and educational environment.

Excellent computer skills, including MS Office Suite and Publisher software.

Experience as a paralegal or legal secretary is highly desirable.

Proficiency with social media (Facebook, LinkedIn, Twitter, Instagram).

Bilingual (Spanish) proficiency is highly desirable.

Certificates/Credentials/Licenses

Bachelor's degree preferred. The person who fills this position must be able to represent the Center as a helpful and professional presence. This includes good communication and personal presentation skills.

Computer Skills

Excellent skills in MS Word processing, MS Excel or Spreadsheets, MS PowerPoint, MS Publisher and MW Access or Database Software. Adept user of the internet and other office automation systems. Ability to learn new systems as needed.

Supervisory Responsibilities No Required operation of university owned vehicles No Does this position require direct animal or patient contact? Physical Demands None Working Conditions Irregular Hours Open Date 08/15/2023 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/25916

Supplemental Questions

Required fields are indicated with an asterisk ().

How did you hear about this employment opportunity?

Public Job Posting

Internal Job Posting

Agency Referral

Advertisement/Publication

Personal Referral

Website

Other

Why do you want to work for Loyola?

(Open Ended Question)

Do you have a high school diploma or equivalent and one to three years of relevant experience?

Yes

No

Applicant Documents

Required Documents

Resume

Cover Letter/Letter of Application

Optional Documents