Administrative Coordinator - Assistant to Assistant Vice Provost, Financial Aid

Loyola Marymount University; Westchester (IL); On-site; USD 33,000 - 41,000; Full time

Job summary

Loyola Marymount University in Westchester, IL, invites applications for an onsite Administrative Support Specialist supporting the Assistant Vice Provost and Financial Aid. The role handles data entry, correspondence, scheduling, document processing in Banner/Etrieve, and meeting minutes with strict confidentiality.

Responsibilities include coordinating travel, managing agendas, tracking budgets and expenses, ordering supplies, and ensuring efficient office operations while maintaining a

Qualifications

• High school diploma or equivalent required; Bachelor's degree preferred.
• Minimum 2 years administrative support in a complex office.
• Strong written and verbal communication and MS Office skills.

Responsibilities

• Provide administrative support to the Assistant Vice Provost for Financial Aid.
• Process documents in Banner and Etrieve and return incomplete documents to sender.
• Schedule and prepare meetings; take minutes and manage agendas.
• Coordinate travel arrangements for recruitment trips or conferences.
• Track budgets and expenses; prepare expense reports and reimbursements.
• Order office supplies and maintain inventory; keep a neat work area.

Skills

Communication

Organizational skills

Confidentiality

Customer service

Education

High school diploma

Bachelor's degree preferred

Tools

Microsoft Office

Job description

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.

Staff Regular

Salary range

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

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.)