Position Details:

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. Edit written communications. Draft and proofread various correspondences, forms, and documents, take and/or transcribe minutes; Data entry and create spreadsheets, reports, presentations, documents; and maintain all records and files. Research and prepare information for discussions, meetings, etc. Maintain office equipment.

• Handle complex schedules and calendars for department and Director; communicate information regarding cancellations or changes. 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 and handle petty cash. Make appointments and travel arrangements when necessary.

• Provide assistance with immigration paperwork, monitoring SEVIS compliance, reviewing requests, and processing 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 maintenance of data, reports, request configurations, and track progress in OISS Terra Dotta 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. Provide progress reports and alert supervisor to potential issues. Maintain departmental webpages, social media, and other office platforms. May supervise student employees. Assists 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: 1-3 years administrative support or related office 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 Experience

• Website maintenance skills

Details:

Successful candidates for any staff, faculty, or administrative position at Loyola University Maryland will be subject to a pre-employment background check.

Note: In some cases, experience and/or education may be substituted for requirements.

If Staff, list days and hours: Monday through Friday; 8:30am - 5pm; occasional evening and weekend hours.