Administrative Coordinator

Loyola Marymount University; United States; On-site; USD 32,000 - 40,000; Full time

Job summary

Loyola Marymount University is seeking a capable administrative support professional to assist the Disability Support Services (DSS) Office. The role supports the DSS Director and Coordinator in daily tasks involving faculty, students, and LMU's community.

Responsibilities include scheduling, travel arrangements, document preparation, and coordinating assistive technology and CART services. The position requires strong communication, organization, and proficiency with Microsoft Office.

Qualifications

• A minimum of four years experience working in a university or comparable setting.
• Understanding of university administration practices, policies, and procedures is essential.
• Exemplary written and oral communication skills evidenced by experience preparing reports and executive summaries.
• Must compose and word process effective, error-free correspondence to students, faculty, and staff.
• Strong organizational skills and attention to detail; ability to manage multiple tasks.
• Proficiency with Microsoft Office applications including Word, Excel, and PowerPoint.

Responsibilities

• Provide traditional administrative support: prepare memoranda, forms, reports, proposals, and other documents.
• Schedule appointments and maintain calendars, including department calendar.
• Handle travel arrangements and conference registration.
• Set up and maintain filing systems; duplicate and distribute documents.
• Proofread documents and prepare agendas/minutes for meetings; provide receptionist back-up.
• Recruit, hire, and coordinate student note takers for DSS students requiring accommodations.
• Coordinate internal office activities including assistive technology for DSS students.
• Ensure office equipment and software are up-to-date and functioning; demonstrate assistive technology as needed.
• Coordinate CART services for students with hearing impairments.
• Work with ITS to arrange classroom equipment and furniture; oversee exam proctoring and AIM management system functions.
• Coordinate emailings, office supplies, and ensure proper setup for meetings and events.
• Maintain a professional workspace environment and orderly office operations.
• Represent LMU in higher education data warehousing communities and at professional associations.

Skills

Administrative support

Scheduling

Communication skills

Proofreading

Office management

Education

Associate’s degree or equivalent experience

Tools

Microsoft Office

Calendar software

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.
• 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.

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.

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.

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.

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.

Founded in 1911, Loyola Marymount University is a Carnegie classified R2 institution rooted in the Jesuit and Marymount traditions. We are committed to fostering a diverse academic community rich in opportunity for intellectual engagement and real-world experience. We enroll an academically ambitious, multicultural, and socioeconomically diverse student body. We recruit, retain and support a diverse faculty committed to excellence in teaching, research scholarship and creativity. Our three campuses are rooted in the heart of Los Angeles, a global capital for arts and entertainment, innovation and technology, business and entrepreneurship. LMU is a unique and rewarding place to work. As you consider your employment opportunities with our institution, we encourage you to take the time to learn about the university community and how it distinguishes us from other places of employment. We are proud of the programs, benefits and services we provide our community. We strive to ensure an inclusive environment in all aspects of campus life that fosters a strong sense of trust and mutual respect.

To learn more about Federal & State Employment Notices,

EEO Statement Loyola Marymount University is an equal employment opportunity employer and prohibits unlawful discrimination on the basis of race, religious creed (including religious dress and grooming practices), color, national origin (including language and language use restrictions), ancestry, disability (mental and physical) including HIV and AIDS, legally protected medical condition (cancer-related or genetic characteristics), denial of Family and Medical Care Leave, marital status, sex (including pregnancy, childbirth, breastfeeding or related medical condition), gender, gender identity, gender expression, age 40 or over, military or veteran status, sexual orientation, genetic information or any other bases protected by federal (including but not limited to Title VI and Title VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990), state or local law. The University does not discriminate on these bases, or any other basis protected by law, in the administration of any of its education or admissions policies, scholarship or loan programs, athletics, and other school-administered policies and programs, or in its employment policies and practices. All University policies, practices, and procedures are administered in a manner consistent with LMU's Jesuit identity and character. To report questions or concerns about sex-based discrimination, please contact [e-mail] or 310.568.6105.