Administrative Coordinator

lmu; United States; On-site; USD 32,000 - 40,000; Full time

Job summary

Loyola Marymount University seeks an experienced administrative professional to support the Disability Support Services Office. The role assists the DSS Director and Coordinator with calendars, travel, correspondence, and meeting logistics, while maintaining a welcoming office environment.

Responsibilities include recruiting note takers, coordinating assistive technology and CART services, supervising graduate assistants, and coordinating AIM proctoring and exams.

Qualifications

• Four years of university or comparable experience.
• Understanding university administration practices, policies and procedures.
• Strong written and verbal communication demonstrated by reports and summaries.
• Ability to compose error-free correspondence and maintain detailed records.

Responsibilities

• Provide traditional administrative support: prepare documents, schedule calendars, handle travel, filing, and minutes.
• Recruit, hire, assign and pay student note takers for DSS accommodations.
• Coordinate assistive technology, upgrade and demonstrate software to others.
• Work with ITS to arrange classroom equipment and furniture for DSS students.
• Coordinate CART services for hearing-impaired students.
• Oversee graduate assistants and student staff schedules.
• Assist with AIM management system proctoring and exams.
• Coordinate emails, procure supplies, and maintain office equipment and telecom systems.
• Maintain a professional workspace and ensure meeting setup and materials.
• Coordinate exam proctoring with faculty and staff; ensure space and equipment.
• Support the DSS Director and Assistant Director with varied tasks.
• Represent LMU in data warehouse community and professional associations; serve on committees.

Skills

Communication skills

Organizational skills

Team player

Attention to detail

Education

Associate degree or equivalent experience

Tools

Microsoft Word

Microsoft Excel

PowerPoint

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.

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 commitme