Administrative Coordinator

Loyola Marymount University; Town of Lewisboro (NY); On-site; USD 32,000 - 40,000; Full time

Job summary

Loyola Marymount University is seeking an experienced administrative support professional for the Disability Support Services Office. The role provides essential clerical support to the DSS Director and Coordinator, handling calendars, communications, and office operations for LMU students with disabilities.

The position involves recruiting note takers, coordinating CART and assistive technologies, coordinating with ITS for classroom needs, supervising graduate assistants, and proctoring exams

Qualifications

• Four years experience in university or comparable setting.
• Knowledge of university administration practices, policies, and procedures.
• Excellent written and oral communication for reports and executive summaries.
• Ability to compose error-free correspondence and maintain detailed records.
• Strong organizational and collegial skills.
• Proficiency with Microsoft Office applications including Word, Excel, and PowerPoint.

Responsibilities

• Provide traditional administrative support: prepare documents, manage calendars, travel arrangements, filing, agendas and minutes, and reception back-up.
• Recruit, hire, and pay student note takers for DSS accommodations.
• Coordinate internal office activities, assistive technology, and demonstrate software usage.
• Work with ITS to coordinate classroom equipment and furniture for DSS students with disabilities.
• Coordinate CART services for hearing-impaired students.
• Oversee graduate assistants and schedule student staff.
• Assist with AIM management system proctoring and exam proctoring as needed.
• Coordinate emailings, oversee office supplies, and maintain office equipment and telecommunication systems.
• Maintain a professional workspace and arrange supplies for meetings and events.
• Coordinate exam proctoring with students, faculty, and GTAs; ensure testing space and equipment.
• Support the DSS Director and Assistant Director with varied administrative tasks.
• Represent LMU in higher education data warehouse communities and professional associations.
• Perform other duties as assigned.

Skills

Administrative support

Communication skills

Organizational skills

Record keeping

Customer service

Education

Associate's degree or equivalent

Tools

Microsoft Word

Microsoft Excel

PowerPoint

AIM management system

Job description

Provide effective and efficient office assistance for the Disability Support Services Office. Assist the Director and coordinator of Disability Support Services in performing duties related to faculty, departments, students, and the LMU community.

POSITION SPECIFIC RESPONSIBILITIES:

• Provide traditional administrative support. Prepare memoranda, forms, reports, proposals, and other documents; schedule appointments and maintain calendars, including the office/departmental calendar; handle travel arrangements and conference registration; set up and maintain filing systems, duplicate and distribute documents , and proofread documents; prepare agendas and minutes for meetings and provide reception back-up as required.

• Will recruit, hire, assign and pay student note takers for DSS students approved and requesting a note taking accommodation.

• Serve as coordinator of internal office activities including assistive technology for DSS students. Assistant will insure that all office equipment and computer software are upgraded regularly and functioning properly. Will be versed in assistive technology and able to demonstrate to others how to utilize the software.

• Work with ITS to coordinate equipment and furniture needed in the classroom for DSS students with physical disabilities.

• Coordinate CART services for students with hearing impairments.

• Assist in overseeing and training graduate assistants; including graduate assistants to the day to day operations of the DSS Office. Coordinate student staff schedules.

• Assist with the AIM management system proctoring functions and proctor exams as needed.

• Coordinate e-mailings, oversee the office supplies purchase, and insure that all office equipment, including telecommunication system, and office furniture are in proper working order.

• Maintain a professional workspace environment, including maintenance and d-organization of office on a daily basis. Ensure adequate supplies and appropriate set-up for meetings, activist and events.

• Serve as coordinator of exam proctoring program. Will coordinate with students, faculty and graduate assistants to effectively proctor all DSS exams. Will assure adequate equipment and testing space is available.

• Support the DSS Director and DSS Assistant Director by performing varied administrative and clerical tasks.

• Represent LMU within the higher education data warehouse community and at professional organizations or associations, serve on committees as required.

• Perform other duties as assigned or requested.

Loyola Marymount University Expectations

Exhibit behavior that supports the mission, vision, and values or the LMU. Communicate and employ interpersonal actions that models high standards of professional, responsible, accountable, and ethical conduct. Demonstrate a commitment to outstanding customer service.

EXPERIENCE/QUALIFICATIONS:

• A minimum of four years experience working in a university or comparable experience.

• Demonstrated knowledge in the areas of: Understanding of university administration practices, policies, and procedures is essential. Because the Disability Support Services Office is continually assessing, revising, and adding to its array of services, this position requires the constant acquisition of new knowledge.

• Exemplary communication skills (both written and oral) evidenced by background in preparing comprehensive reports and executive summaries incorporating complex, highly technical information.

• Must be able to compose and word process effective, error-free correspondence (e.g. letters, memos, reports) to students, faculty, and staff. Must keep detailed, accurate records (e.g. student and budget files).

• Highly developed organizational, communication, and collegial skills.

• Demonstrated computer competency and preferably knowledgeable of relevant systems. The ability to conceptualize, organize, and complete projects alone and in collaboration with other professional staff members is a key requirement. Proficiency with Microsoft Office applications including Word, Excel, and PowerPoint are required.

REQUIRED EDUCATION:

• Typically an Associate’s degree or equivalent experience. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes, in particular in the field of disabilities in higher education.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

#HERC# #HEJ#

Staff Regular

Salary range

$23.51 - $29.38 Salary commensurate with education and experience.

Please note that this position may not be eligible for visa sponsorship now or in the future.

Loyola Marymount University, a Carnegie classified R2 institution in the mainstream of American Catholic higher education, seeks outstanding applicants who value its mission and share its commitment to inclusive excellence, the education of the whole person, and the building of a just society. LMU is an equal opportunity employer committed to providing an environment free from discrimination and harassment as defined by federal, state and local law. We invite all persons in the full diversity of their being, life experience, and beliefs to apply. (Visit www.lmu.edu for more information.)

LMU is committed to providing equal access to employment opportunities and ensuring a comprehensive recruitment and selection process for all applicants.

Individuals who require a reasonable accommodation to participate in any stage of the application, interview, or selection process may contact Human Resources at [e-mail] or by phone at [phone]. Applicants who use relay services or other assistive communication technologies are welcome to utilize those services when contacting Human Resources.

When contacting Human Resources, please include the job posting number, title of the position and department for which you are applying. Applicants are not required to disclose the nature of a disability or provide medical information when requesting an accommodation during the recruitment process.

LMU will work with applicants in a timely and interactive process to identify and provide reasonable accommodations consistent with applicable federal and state law.