Loyola University Chicago - Chicago, IL

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Position #:

Job Type:

Job Category

University Staff

FLSA Status:

Department / School / College

Sponsored Program Accounting-04005A

Is this partially or fully grant funded?


Duties and Responsibilities

Summary: The Administrative Assistant for Sponsored Program Accounting is responsible for providing administrative support to the department Associate Vice President, Director, Manager and Grant Administrators. The individual will coordinate the paper work-flow process to ensure that all incoming and outgoing grant-related documents are handled in a timely manner. This individual will provide customer service to the Research Community related to grant and contract inquiries and other post-award administration issues. This is a part-time position, working approximately 18 hours per week. Duties/Responsibilities: -Coordinates the delivery of information, invoices and financial reports to outside granting agencies and the University research community. -Distributes incoming mail and electronic correspondence to appropriate departmental personnel. -Maintains grant folders, insuring continuity in filing and labeling. -Monitors the transfer of departmental paper data into Image Express and DocFinity. -Maintains control over the final issuance of monthly auto-generated reports to the research community. -Maintains the close-out AU Log and performs close-out procedures such as procurement card inactivation and maintenance of SPA closed files. -Maintains official departmental audit files. -Maintains and updates departmental website. -Oversees daily activities of student administrative worker(s). -Handles various customer service requests. -Reviews the department's operating budget and actual expenditures. -Coordinates supply ordering for department, monitors office machine functionality. -Performs related duties as assigned. Organization Skills: Must be very organized. Ability to multi-task, prioritize responsibilities and meet required deadlines. Ability to disseminate a large volume of documentation paperwork, including checks, invoices, financial reports, and grant and contract agreements. Problem Solving/Reasoning Ability: Must have strong analytical, evaluative, and objective critical thinking skills. Communication: Strong written and verbal communication and interpersonal skills are required. Ability to respond to customer inquiries and regulatory agencies in a timely and professional manner. Able to establish and maintain strong working relationship with University personnel within the Finance group as well as outside of the department. Customer Service: Continuously seeks ways to improve and promote quality; respond to customer requests for service and assistance in a timely manner; solicit customer feedback to improve service. Performs related duties as assigned.

Minimum Education or Experience

High school diploma or equivalent and one to three years of relevant experience; some positions may require additional experience.

Certificates, credentials or licenses required to perform the duties of this position:

Computer Skills:
Proficiency with Internet and email applications; intermediate Microsoft Office Suite and Access or database skills.

Associate's degree or higher preferred. At least one year of related experience in an office setting is required. To perform this job successfully, an individual must be able to work independently, performing each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands and Working Conditions

Does this job involve significant physical strain or activity?

Repetitive Motions

What unusual working conditions are associated with this job?


Chicago-Water Tower


Job Open Date


Job Close Date

Open Until Filled

Candidates Eligible to Apply?

All Candidates

Application Types Accepted

University Staff Application

Required Applicant Documents


Optional Applicant Documents

Cover Letter

Special Instructions to Applicants

Quicklink for Posting

Loyola University Chicago - 13 months ago - save job - block
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About this company
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Shaped by our city and our Jesuit traditions, Loyola University Chicago offers students an educational environment unmatched forits...