The Department of Psychology at Loyola University Maryland seeks a dynamic, collegial, and highly motivated Program Assistant to join department staff beginning in August of 2021. The Program Assistant will provide administrative support to the department and its undergraduate, masters, and doctoral programs. This is a full-time 10-month position and is benefits eligible. The position is typically scheduled off from approximately June 15 to August 15. Responsibilities include but are not limited to a range of administrative support functions, including:
General Administrative Support
Ensure a functional, efficient and professional office environment. Prepare and send correspondence, reports and other documents as requested by the Department Chair. Schedule appointments, meetings and working committees for the Department Chair and other administrators. Take notes, prepare agendas, and copy and distribute agendas, minutes and handouts for committee and other meetings, as needed. Maintain electronic and paper files for the Department. Make facilities and equipment requests (repairs, etc.), as needed. Coordinate office moves and logistical changes with Events Services, office supply vendors, and Facilities Maintenance. Manage office supply inventory. Coordinate new faculty and administrator set-up of computer, email and network access, distribution lists, and telephone equipment. Independently perform required administrative follow-up and recordkeeping. Provide additional administrative support to the Department, as required. Receive, screen and direct calls, visitors and deliveries, when other department staff are unavailable.
Support faculty across the undergraduate, masters, and doctoral programs. Collect and organize all course syllabi. Schedule rooms for meetings and events. Assist with developing marketing and recruitment materials for events and admissions purposes. Maintain department website and social media accounts.
Assist with managing and administering departmental budget. Monitor budget expenditures in Ellucian and provide reports to the Department Chair. Forecast budget as needed. Prepare requisitions for professional organization memberships and subscriptions. Coordinate timely payment of department invoices for services and supplies/equipment through the Accounts Payable office. Manage vendor contracts as needed. Prepare faculty reimbursements for approved expenses. Work with the LCAS Budget Analyst to ensure faculty stipends are paid correctly and in a timely manner.
Course Evaluation Administration
Assist with managing and administering the department's online course evaluation system. Request class rosters and format them each semester. Program the online course management software and distribute mid-semester and end of semester course evaluations. Run course evaluation reports and distribute to faculty. Pull aggregate reports for the Department Chair. This may require 5-10 hours of work over the summer.
Recruit, interview, hire, and train student employees. Supervise student employees, coordinate and schedule work assignments, delegate work, and evaluate performance.
Performs all other duties and responsibilities as assigned or directed by the Department Chair or supervisor. This may include attendance of and participation in required training for role.
Associate's degree and at least 3-5 years of progressively responsible related experience in a professional office environment or an equivalent combination of formal education/training and experience.
- Proficiency with Microsoft Office (particularly Excel and Word), some Adobe Suite experience, and social media.
•Excellent written and oral communication ability, efficient work habits, strong organizational skills, and a superior attention to detail.
•Ability to produce accurate work and prioritize effectively.
•Skills and experience in organizing, planning, and coordinating events with multiple areas of the organization.
•Strong multi-tasking and follow-up skills with ability to manage and meet multiple deadlines.
•Ability to function independently and confidentially while also acting as a member of a team.
•Ability to establish and maintain positive, effective working relationships.
•Excellent customer service skills and the ability to maintain poise, tact and courtesy while under pressure.
•Commitment to creating an inclusive, collaborative and collegial working environment.
•Proficiency with Qualtrics or similar online survey platforms.
•Strong desire to support the department's mission of providing best-in-class training to its students.