Position Title

Employee Type

Office/Department

Work Environment

Job Type

Benefits at Loyola

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

Compensation Range

Anticipated Start Date

If Temporary or Visiting, Estimated End Date

Position Duties

Essential Functions

Position Duties:

Serving as the primary point of contact for all departmental inquiries, the program assistant plays a key role in maintaining an organized and welcoming office environment. Core duties include but are not limited to answering and responding to emails and phone calls; drafting routine correspondence; taking and/or transcribing meeting minutes; performing data entry; creating spreadsheets, presentations, documents, files, and records; and sorting and distributing incoming mail; scheduling repairs and coordinating maintenance for the office; preparing invoices and ensuring timely payment; managing schedules and calendars to include scheduling events; managing supply orders and inventory; and website updates and maintenance.

Duties include but are not limited to:

Recruitment Support

• Monitor and respond to general talent acquisition email inquiries daily.

• Review job descriptions and job description addendums for accuracy and consistency with the University’s job architecture

• Review job postings to ensure consistency with the approved job descriptions

• Develop search timelines and post job openings to external venues

• Coordinate with hiring managers to complete budget transfers for recruitment advertising, as needed

• Screen interview pools to confirm candidate eligibility based on minimum qualifications

• Monitor open searches to ensure they are progressing as planned

• Monitor job postings for candidate dispositioning and closure

• Provide annual updates to the Recruitment Guide

Onboarding Coordination

• Coordinate and oversee completion of new hire onboarding (e.g., background checks, welcome communications, I-9 processing, technology requests, new hire photos, campus tours, new hire Evergreen ID cards, parking information)

• Maintain on campus employee housing information

• Oversee and coordinate completion of employment verifications

• Assign and ensure completion of assigned new hire and compliance training

Compliance and Reporting

• Proactively monitor and manage I-9 audits and reverifications

• Coordinate and proactively monitor the scheduling and completion of exit interviews for voluntary separations

• Complete unemployment claims

• Coordinate labor law posters – ordering and placement on campus

Administrative and Program Support

• Submit vendor invoices for payment

• Update and maintain talent acquisition and onboarding related web content

• Manage general communications from the Office of People and Culture

• Coordinate room reservations and catering for Office of People and Culture events

• Assist with revisions and maintenance of Office of People and Culture website and social media content

Education Required

High School diploma or equivalent

Education Preferred

Field of Study

N/A

Other Professional Licensures

N/A

Work Experience

Describe Required Experience

Minimum of 1 years related experience required.

Required Knowledge, Skills and Abilities

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.

University Description

Diversity Statement