"Program Assistant"

Program Assistant

Company: Loyola University Maryland

Job Location: Baltimore, Maryland

Category: Administrative Assistants

Type: Full-Time

Position Title

Program Assistant

Employee Type

Regular

Office/Department

International Student Services

Work Environment

Loyola University Maryland Main Campus

Job Type

Full time

Benefits at Loyola

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

Compensation Range

$21.70 - $27.13

Anticipated Start Date

02/17/2025

Position Duties

The Program Assistant for the Office of International Student Services (OISS) provides administrative support to the OISS Director and department. OISS assists Loyola's international student community with immigration, cultural, personal, and academic related matters and is committed to providing a welcoming environment. This position involves working with a diverse student population and includes handling highly confidential and sensitive information. Duties include providing a varied range of administrative support while balancing multiple priorities in support of the department. Essential job duties:

• Provide confidential administrative support. Welcome visitors and answer phone calls, emails, routine inquiries, and mail; Refer questions, issues, and requests as needed. Handle multiple tasks simultaneously while upholding a dedication to customer service and showing sensitivity to the cultural and ethnic diversity of our community. Edit written communications, forms and documents. Create spreadsheets, reports, presentations, documents; and maintain all records and files.
• Handle complex schedules and calendars for department and Director. Coordinate events, meetings, and orientations; manage program registrations and communications; handle room reservations, refreshments, set-up, break-down, equipment, and provide logistical support. Prepare and monitor program budgets.
• Provide assistance with immigration paperwork and processes, review requests, and process applications. Assist with all aspects of international student arrivals and departures, orientations, and OISS events for multiple cohorts of students throughout the calendar year. Support and track student information in university platforms on a routine and as needed basis.
• Responsible to perform routine and ad hoc project work and program specific activities, meeting deadlines as assigned. Maintain departmental webpages and social media. Assist with special projects and other duties, as assigned by the supervisor. Some evenings and weekends may be required.

Required Qualifications:

• Education: Associate's degree or vocational / technical school degree.
• Experience: At least 3 years administrative support or related office experience (education beyond an associate's degree may count towards experience).
• Excellent customer service, professionalism, and interpersonal skills.
• Knowledge of office practices, procedures, systems, and equipment. Ability to answer multiple phone lines while maintaining poise and providing first-rate customer service.
• Excellent written and oral communication skills, including demonstrated ability to communicate effectively with diverse populations and stakeholders.
• Ability to maintain confidentiality and use discretion, as well as ability to apply sound judgment and conduct oneself with integrity.
• High degree of attention to detail, with ability to produce accurate work.
• Excellent organizational skills, including strong multi-tasking and follow-up skills with ability to effectively manage, prioritize, and meet multiple deadlines. Comfortable with routinely shifting demands.
• Strong proficiency in Microsoft Office suite (particularly Word, Excel, PowerPoint, Outlook and Teams) and social media platforms.
• Demonstrated experience organizing, planning, and coordinating events. Ability to work both collaboratively in a team as well as independently.
• Ability to support the University's goals for institutional diversity, as well as the goals and values of a Catholic, Jesuit education.

Preferred Qualifications:

• Bachelor's degree
• Experience working with a database or management software system
• International/Cross-cultural Experience
• Website maintenance skills