What are the responsibilities and job description for the Admissions Office Coordinator, SSOM position at Loyola University Chicago?
Position Details
Position Details
Job Title
COORDINATOR - NON-EXEMPT
Position Number
8150187
Job Category
University Staff
Job Type
Full-Time
FLSA Status
Non-Exempt
Campus
Maywood-Health Sciences Campus
Department Name
STUDENT AFFAIRS
Location Code
STUDENT AFFS-ADMISSIONS (06412B)
Is this split and/or fully grant funded?
No
Duties and Responsibilities
The Administrative Coordinator is a full-time Position that provides essential support to the Office of Admissions at Loyola University SSOM. This role ensures the smooth operation of daily office functions and contributes to the overall success of admissions processes and events. The ideal Candidate is highly organized, proactive, and possesses strong interpersonal and communication skills. This Position requires flexibility, a detail-oriented mindset, and the ability to work collaboratively with Staff, Students, and Candidates.
- Hours are Monday – Friday, 8:30AM – 4:00PM.
- The Position is within the Loyola University Stritch School of Medicine located in Maywood, IL.
General Office Duties
- Manage phones, voicemail, walk-in visitors, and email inquiries professionally and efficiently.
- Maintain inventory for office supplies, promotional swag, and event materials.
- Refill candy jars and monitor the organization of shared spaces.
- Oversee interview day, EAC meeting preparation, and student support item inventories.
- Manage Office of Admissions calendar; assist in calendar development for interviews and other events.
- Provide office coverage during staff recruitment or absences as needed.
- Escort Candidates to appointments and assist with Admission-related errands (e.g., maps, tours, training).
- Coordinate food preparation, setup, and cleanup for events, and maintain refrigerator/kitchen areas.
- Organize and maintain the back storage closet and office tablecloth inventory.
- Perform general office upkeep, including vacuuming, shredder maintenance, and Copier troubleshooting.
Admissions and Event Support
- Coordinate catering and logistics for Interview days, Second Look, and other events.
- Liaison with IT, Student Affairs, Educational Affairs, and other administrative Departments to assist the Office of Admissions in maintenance, facilities, or technology requests.
- Prepare and distribute materials, including interview day folders and hand-cut cards.
- Assist with Interview day logistics and tasks as directed.
- Maintain and update the Interview day schedule and related documents.
- Collaborate with Team members on tasks like the acceptance call list and phone transition.
Administrative and Marketing Support
- Create and update the student profile book in collaboration with the data analyst.
- Update and maintain Wufoo survey and information forms to ensure accuracy and usability.
- Conduct periodic reviews of the Admissions website; recommend and implement updates or edits.
- Other duties as assigned.
Skills and Competencies
- Organization: Strong ability to manage multiple priorities and maintain detailed records.
- Communication: Excellent verbal and written communication skills to interact with diverse stakeholders.
- Problem-Solving: Proactive in identifying and addressing challenges with resourcefulness and efficiency.
- Teamwork: Collaborative approach with a willingness to support colleagues and adapt to changing needs.
- Attention to Detail: Meticulous in handling data, materials, and schedules to ensure accuracy
- Technical Proficiency: Familiarity with office tools such as Microsoft Office Suite and online forms (e.g., Wufoo). Ability to learn and engage with new technologies and CRM databases.
Soft Skills
- Customer Service Orientation: A welcoming, friendly, and professional demeanor to assist Candidates, Staff, and Students.
- Adaptability: Pivoting to tasks based on immediate office needs or shifting priorities.
- Initiative: Self-starter who takes ownership of tasks and demonstrates a proactive work ethic.
- Time Management: Effectively manages workload to meet deadlines and deliver high-quality.
Minimum Education and/or Work Experience
Qualifications
- Bachelor’s Degree Preferred.
- Professional experience within an educational environment with role related to admissions and counseling is desired.
- Excellent interpersonal skills, written and verbal communication and presentation skills.
- Demonstrate ability to understand multicultural perspectives as applied to student recruitment.
- Demonstrate experience with multicultural event programming and outreach events.
- Presentation, word processing and spreadsheet software; use of CRM database and Microsoft Office Suite preferred.
- Ability to articulate the values and mission of a Jesuit institution.
- Team player who has the ability to adapt to a dynamic environment.
- Ability to work independently with little supervision.
- No difficulties standing for long periods of time.
Certificates/Credentials/Licenses
Bachelors required
Computer Skills
Proficiency with MS Office Suite, Internet and email applications. Database skills.
Supervisory Responsibilities
No
Required operation of university owned vehicles
No
Does this position require direct animal or patient contact?
No
Physical Demands
Carrying
Working Conditions
Irregular Hours
Open Date
01/29/2025
Close Date
Position Maximum Salary or Hourly Rate
$30.29/hr
Position Minimum Salary or Hourly Rate
$21.64/hr
Special Instructions to Applicants
About Loyola University Chicago
Loyola University Chicago is a private Jesuit University founded in 1870 by the Society of Jesus. One of the largest Catholic Universities in the United States, Loyola’s professional schools include programs in medicine, nursing, and health sciences anchored by the Loyola University Medical Center, and the Loyola University Chicago School of Law. Comprised of thirteen colleges and schools, Loyola University Chicago offers more than 80 undergraduate and 140 graduate/professional programs while enrolling approximately 17,000 students. In addition to offering a world class educational experience, Loyola University Chicago strives to be an employer of choice by offering its staff and faculty a wide array of affordable, comprehensive, and competitive benefits. Our benefits are centered on health and wellness, financial security, equity, and work-life balance. We offer medical, dental, vision, 403(b), HSA, FSAs, tuition benefit, pre-tax transit benefits, EAP, and more. To view our benefits in detail, click here.
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 recruiting and retaining a diverse, mission driven workforce that enables a culture of inclusivity. We act with the heart of a nonprofit organization and an academic enterprise with ethical practices that advance the Jesuit Mission. Loyola actively seeks to build a community of diverse opinions, perspectives, and backgrounds that support our Jesuit tradition, while helping Ramblers foster a sense of belonging and affinity for all.
Loyola University Chicago is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion (except where religion is a bona fide occupational qualification for the job), national origin, sex, age, disability, marital status, sexual orientation, gender identity, protected veteran status or any other factor protected by law.
Quick Link for Posting
https://www.careers.luc.edu/postings/30925
Salary : $22 - $30
