Administrative Coordinator - Assistant to Assistant Vice Provost, Financial Aid

Loyola Marymount University; Los Angeles (CA); Hybrid; USD 33.000 - 40.000; Vollzeit

Zusammenfassung

Loyola Marymount University is seeking an experienced administrative assistant to support the Assistant Vice Provost for Financial Aid and the Counseling and Outreach Unit onsite in Los Angeles. The role involves data entry, document review, and ensuring accurate records in Banner and Etrieve, with responsibilities for meetings, travel planning, and budget tracking.

Ideal candidates will have strong communication skills, attention to detail, and the ability to handle confidential information.

Qualifikationen

• High school diploma or equivalent required; bachelor’s degree preferred.
• Minimum 2 years administrative support experience in a complex office environment.
• Strong knowledge of customer service and advanced administrative office support.
• Proficiency with Microsoft Office suite and strong organizational skills.
• Experience with budgeting, expense reports and financial paperwork is a plus.
• Excellent written and verbal communication, proofreading and report-writing abilities.
• Ability to manage multiple priorities, confidentiality and professional conduct.

Aufgaben

• Direct assistant to the Assistant Vice Provost for Financial Aid.
• Provide administrative support to the Counseling and Outreach Unit and Financial Aid documents.
• Track, log, scan and index documents into Banner and Etrieve; return incomplete documents to sender.
• Plan and lead meetings, create agendas, take minutes and distribute information.
• Schedule meetings, travel itineraries, flights and lodging for recruitment trips or conferences.
• Manage the department budget, monitor expenses and alert leadership of variances.
• Maintain emergency address and phone lists; oversee office supplies and breakroom stock.
• Coordinate maintenance issues with IT, Facilities and campus support offices.
• Serve as Resource Management Plan coordinator for computer inventory and replacement.

Kenntnisse

Data entry

Scheduling

Communication

Customer service

Proofreading

Report writing

Office management

Ausbildung

High school diploma or equivalent

Bachelor’s degree preferred

Tools

Banner

Etrieve

Workday

Microsoft Office

Jobbeschreibung

This onsite position provides administrative support to the Assistant Vice Provost and Financial Aid Department in functional areas including, but not limited to: data entry, drafting correspondence, scheduling appointments, office manager duties, coordinating meetings and taking effective meeting minutes.**Position Specific Accountabilities*** Direct assistant to the Assistant Vice Provost for Financial Aid. This position is a onsite position.* Provide administrative support to the Counseling and Outreach Unit, which entails, but is not limited to: Assisting in receipt and opening of documents received by Financial Aid, review of incoming documents for completeness and signatures, track, log, scan and index documents into Banner (the University’s Student Management System) and Etrieve (the University’s Document Imaging System) and returning incomplete documents to sender.* Ability to perform complex administrative work independently and efficiently; manage multiple conflicting priorities; compose clear, comprehensive reports and keep accurate records; maintain a high level of confidentiality.* Provide leadership and manage meetings, securing technology set-up, coordinating communication, creating agenda and minutes, and distributing appropriate information.* Schedule and coordinate meetings, appointments, and travel itineraries, including flights, ground transportation and hotel accommodations for the Assistant Vice Provost’s recruitment trips or conferences.* Direct questions and inquiries to the appropriate staff.Apply basic working knowledge of concepts, practices, and procedures to varied situations.* Maintain a neat and professional work area at all times. Responsible for making sure the Department’s breakroom area is kept neat, clean and well stocked with appropriate supplies.* Track, monitor and maintain files relating to Financial Aid’s budgets and expenditures; maintain accurate records and create/submit all necessary financial paperwork related to general Financial Aid operations, including expense reports, travel reports, invoices and reimbursements, and reclassifications.* Manage and reconcile Department’s operational budget monthly. Alert the AVP and Senior Associate Director of any over or underspending to ensure a financially stable budget at fiscal close.* Maintain, update as necessary and distribute the Department’s emergency address and phone list promptly whenever changes occur.* Responsible for ordering all appropriate office supplies for the office and keeping the supply inventory neat and orderly.Keep accurate records of expenditures and receipts. Responsible for keeping track of all orders and reconciling the monthly expenses in the Workday system.* Provide administrative support to the Senior Associate Director for Financial Aid on an as needed basis.* Operate and maintain office machines.Troubleshoot issues through service calls and communication with Information Technology Services, Facilities management and other campus support offices.Keep AVP and all Associate Directors apprised of maintenance issues.* Serve as Department’s Resource Management Plan (RMP) coordinator, who is most connected to the program and process for computer inventory and replacement.* Represent the Department as the Primary Emergency Response Team (ERT) representative, who attends trainings, ensuring that our emergency plans are updated and communicated to staff timely.* Process all needed paperwork and access requirements for new staff members and for those resigning and no longer working at the University.* Perform other duties as assigned by AVP or Senior Associate Director.**Loyola Marymount University Expectations**Exhibit behavior that supports the mission, vision, and values of the university. Communicate and employ interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct. Demonstrate a commitment to outstanding customer service.**Qualifications*** High school diploma or equivalent experience required. Bachelor’s degree preferred. Incumbent will be expected to continue upgrading knowledge, skills, and abilities as needed to keep abreast of current office technologies and trends.* Minimum 2 years administrative support experience in a complex office environment.* Demonstrated knowledge in the areas of customer service and advanced administrative office support. Knowledge of modern office practices and procedures; filing systems; telephone and business etiquette; proofreading; strong command of grammar and spelling, letter and report writing, office equipment use and maintenance. Knowledge of financial aid policies, procedures and practices is preferred.* Ability to perform complex and concurrent tasks requiring speed and accuracy, diplomacy, and outstanding customer service.* Exemplary communication skills (both written and oral), evidenced by experience in preparing comprehensive reports and executive summaries incorporating complex, highly technicaland often confidential information.* Demonstrated computer competency with Microsoft Office suite and highly developed organizational and accountability skills.*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 this position.*#HERC# /#HEJ#Staff RegularSalary 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.)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.## EEO StatementLoyola 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