Summary
The University of Saint Mary of the Lake/Mundelein Seminary (USML) is the major seminary and graduate school of theology for the Archdiocese of Chicago. Mundelein Seminary is one of the largest priesthood preparation programs in the United States having graduated over 4,000 students since 1926 and serving nearly 30 dioceses in the United States and abroad. In addition to the formation of priests, USML also has a School of Parish Leadership and Evangelization (SPLE) which prepares deacons and lay people for liturgical leadership, ministry, and evangelization. These programs are offered onsite, online, and in hybrid modalities and in both English and Spanish.
The Executive Assistant (EA) is a pivotal member of the SPLE leadership team, this position will report directly to the Dean of the School of Parish Leadership and Evangelization (SPLE). The EA will provide administrative support to the Dean and SPLE staff. They will manage the Dean’s schedule, communications, and projects. They bridge internal/external relationships and support SPLE operations which requires discretion, strong organizational/communication skills, strategic abilities, leadership, budget/project-planning, and management, while balancing school administrative needs and day-to-day management of office processes/operations.
The EA will ensure operations are efficient, utilizing process improvement methodologies. This role will be responsible for oversight of a centralized administrative support service for SPLE. The role ensures that operational and administrative processes align with SPLE and USML vision, mission, goals, and facilitates day-to-day functioning of SPLE’s programs and services.
The EA will supervise SPLE administrative staff, contractors, collaborates with the Dean to ensure seamless workflow processes, effective use of resources, and consistent service to students, faculty, and staff. This role oversees the Academic and Events scheduling needs of SPLE, and the contracting and onboarding process for adjunct faculty.
Core Expectations
- Supports the mission of the University.
- Possesses a philosophy that is consistent with the Mission, Vision, and Values of the University.
- Requires a highly conscious person who can positively relate to individuals at all levels.
- Treats all matters with the highest confidentiality.
- Demonstrates “safety for all persons and quality of product/experience” leadership.
- Remains vigilant always; report suspicious person’s activities or events to supervision and security.
Essential Job Functions
Support to the Dean and SPLE leadership
- Provide executive-level administrative support to the Dean, including management of the Dean’s calendar, schedules and coordinates Dean's appointments and/or travel arrangements.
- Provide administrative support to program coordinators in Parish Ministry Program, Diaconate Program, and Graduate Program, delegating tasks to the Administrative Assistant as needed.
- Manages the SPLE academic calendar, meeting planning, correspondence, and preparation of agendas and follow-up actions.
- Coordinate logistics and documentation for SPLE leadership meetings, committees, and key initiatives, tracking decisions and ensuring timely implementation.
- Coordinate and manage the SPLE annual academic teaching and events calendar and serve as a point of contact for University wide calendaring and events coordination.
- Coordinates with the Marketing and Communications team to ensure awareness and visibility for SPLE activities.
Operational Oversight and Process Management
- Oversee day-to-day operations of SPLE, ensuring efficient workflows, communication channels, and shared resources function smoothly across all SPLE programs.
- Coordinate with the Dean to enhance current processes and implement new procedures that improve operations across student services, faculty support, and academic logistics.
- Manage scheduling, logistics, and coordination with University Events & Guest Services (UEGS), to ensure seamless operational support for SPLE programs and activities.
- Utilize operational data and insights to provide updates on operational effectiveness and continuous improvement recommendations to the Dean, and other SPLE Leadership.
- Contribute to SPLE strategic and annual planning by providing operational insight, data, and proposed process enhancements that strengthen school processes, programs, and overall administrative effectiveness, utilizing methodologies such as Lean principles, PDCA, or other frameworks.
- Support adherence to institutional policies and relevant standards for student and academic operations in areas such as record-keeping, confidentiality, data privacy, and use of school facilities and resources.
Financial & Resource Management
- Support the Dean in monitoring budgets and key operational metrics by coordinating invoices, expense tracking, basic reports, and data needed for planning and assessment.
- Serve as a resource to the Dean in the preparation of the annual budget, and act as the point of contact for SPLE with the USML Business office and represents SPLE on the USML procurement committee.
- Support routine budget review across SPLE leadership teams and communicates key updates or needs to the Dean.
- Advise the Dean on staffing or workflow issues as needed.
Centralized administrative support
- Lead a centralized administrative support function for SPLE programs (Parish Ministries, Diaconate, Graduate Programs), including assigning work, setting service standards, and ensuring adequate support for program, events, faculty contracting , on-boarding, and routine office tasks.
- Develop and maintain shared tools (templates, tracking systems, procedure guides) such that SPLE teams are supported in a coordinated and consistent manner.
Supervision and staff development
- Supervise 1-2 administrative assistants and oversee management of SPLE interns and other temporary staff, including workload allocation, goal-setting, performance feedback, and professional development.
- Foster a collaborative, mission-focused team culture that models excellent internal and external service and supports the pastoral/evangelizing mission of SPLE.
Academic & Student Services Coordination
- Coordinates with the Dean’s Office and academic leadership to support course scheduling, classroom reservations, and logistics.
- Ensures efficient coordination of student services, enrollment, and faculty support, with a particular focus on student experience.
- Work with IT, the Registrar, and other departments to support the effective use of student information systems (SIS), Learning Management Systems (LMS), CRM platforms, and other related tools.
- Partner with the office of Student Admissions to effectively triage student issues as they arise and support student on-boarding and engagement as reflective of the Mission and Goals of SPLE.
Cross-Functional Leadership & Stakeholder Management
- Participates in broader USML initiative and represents SPLE’s operational needs in broader university planning.
- Collaborates with university departments, including Library Services, Human Resources, Public Safety, IT, University Events and Guest services, and Business Office, to ensure SPLE receives appropriate operational alignment and support.
Education and Experience – An equivalent combination of education, training and experience will be considered.
- Bachelor’s degree required; master’s degree preferred in Business Administration, Organizational Leadership, Higher Education Administration, or a related field.
- Minimum 2 years of experience in operations management, process improvement, or organizational leadership roles, preferably in an educational or nonprofit setting.
- At least 1–2 years of supervisory experience, overseeing staff, workflows, and/or project management.
- Experience with resource tracking, scheduling systems, and cross-departmental collaboration.
Knowledge, Skills, and Abilities which may be representative, but not all-inclusive of those associated with this position.
Skills and Qualifications
Required:
- Advanced Communication: Exceptional written and verbal communication skills for drafting correspondence, making presentations, and handling confidential information.
- Relationship Building: The ability to interact tactfully with individuals at all levels (staff, faculty, students) while maintaining strictdiscretion and confidentiality. Ability to also establish positive relations within SPLE and across USML functional departments.
- Technical Proficiency: High-level mastery of the Microsoft Office Suite, specifically Word, Excel, PowerPoint, Teams, and Share Point.
- Proven experience in office administration., strong time management, organizational skills, ability to multi-task with attention to detail and workflow efficiencies.
- Leadership, ability to effectively supervise administrative staff, coach and elevate performance.
- Demonstrated ability to handle confidential information with professionalism.
- Customer centric and service-oriented focus.
- Collaborative must establish and maintain good working relations in SPLE, across functional departments at USML and align operational projects/goals.
Preferred:
- Experience with process improvement tools (e.g., Six Sigma, Lean, Kaizen, Value Stream Mapping).
- General understanding of change management methodologies (e.g., Prosci, Kotter).
- Bilingual in English and Spanish.
- Familiarity with student information systems, Customer Relationship Management (CRM) platforms, Learning Management Systems (LMS) - e.g., Blackboard, and/or other systems/software(s) to support operational needs.
Job Type: Full-time
Pay: $55,000.00 - $75,000.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Professional development assistance
- Retirement plan
- Vision insurance
Ability to Commute:
- Mundelein, IL 60060 (Required)
Ability to Relocate:
- Mundelein, IL 60060: Relocate before starting work (Required)
Work Location: In person
