Project Adminstrative Coordinator

Loyola Marymount University; New York (NY); On-site; USD 3,238,737 - 4,047,388; Full time

Job summary

Loyola Marymount University is seeking an Administrative Assistant to support the Intellectual Character Initiative. You will handle clerical duties, event logistics, and data management for program PIs.

This role includes assisting with budgeting, expenses, and annual reporting. You will support communications, coordinate with campus partners, and help maintain participant databases while ensuring high standards of service and organization.

Qualifications

• High school diploma or equivalent (or higher).
• Bachelor’s degree in humanities preferred.
• Two years of related job experience.
• Demonstrated communication, organizational, and interpersonal skills.
• Demonstrated computer competency in using typical office software (MS Office suite) and basic office equipment; ability to learn university systems such as Workday and Mazévo.
• Familiarity with virtue epistemology and/or higher education pedagogy is a strong plus.
• Willingness to continue upgrading knowledge, skills, and abilities as needed.

Responsibilities

• Schedule and manage events such as public lectures, workshops, and capstone conference.
• Provide logistical support for project events, including scheduling, set-up, catering, and coordination.
• Oversee communication, travel, and hospitality for visiting scholars and speakers.
• Take minutes for Initiative Program meetings.
• Order and maintain office supplies for the initiative.
• Build and maintain a database of project participants and email lists.
• Organize documents related to project activities, including grant and workshop applications and follow-up reports.
• Coordinate payments, stipends, and honoraria for project activities and participants.
• Provide administrative support for the PIs as needed.
• Manage receipts and submit expense reports in Workday.
• Complete end-of-year financial tasks; assist with annual updates and reports for the funder.
• Track attendance and participation at project events; summarize assessment results with the Assessment Coordinator.
• Assist PIs and MarComm with updates to initiative websites and printed materials.
• Coordinate promotion of project events across the university.
• Disseminate requests for applications and proposals; assist with social media accounts.

Skills

Communication

Organizational skills

Interpersonal skills

MS Office proficiency

Workday & Mazévo learning

Familiarity with virtue epistemology

Education

Bachelor’s degree in humanities (preferred)

High school diploma or equivalent

Tools

MS Office Suite

Workday

Mazévo

Job description

Overview

Under the supervision of the LMU Intellectual Character Initiative, this position performs a variety of clerical and administrative duties in support of the initiative and its Principal Investigators (PIs). Monitors the initiative’s communication and publicity, assists with basic bookkeeping tasks related to the initiative budget and annual reporting, provides logistical support for meetings and events, and tracks and documents progress toward the initiative’s goals, outcomes, and outputs.

Position Specific Responsibilities

• Events
  • Schedule and manage events such as public lectures, summer workshops, and the capstone conference.
  • Provide logistical support for project events, including scheduling, set‑up, catering, and coordination as needed.
  • Oversee communication, travel, and hospitality for visiting scholars and speakers.
• Administrative Tasks
  • Take minutes for Initiative Program meetings.
  • Order and maintain office supplies for the initiative.
  • Build and maintain a database of project participants and the corresponding email list.
  • Organize documents related to project activities, including grant and workshop applications and follow‑up reports.
  • Coordinate with campus partners as needed.
  • Coordinate payments, stipends, and honoraria for project activities and participants.
  • Provide administrative support for the PIs as needed.
• Bookkeeping and Reporting
  • Manage receipts and submit expense reports in Workday.
  • Complete end‑of‑year financial tasks required by the university and the granting agency.
  • Assist with annual updates and other project reports for the funder.
  • Track and document progress toward project goals, outcomes, and outputs.
  • Track attendance and participation at project events.
  • Work with the Assessment Coordinator to develop, administer, and summarize assessment results for initiative events.
• Communications
  • Assist PIs and the MarComm team with updates to initiative websites as needed.
  • Prepare and update printed materials as required.
  • Coordinate promotion of project events across the university.
  • Disseminate requests for applications and proposals associated with project activities.
  • Assist PIs with maintaining social media accounts as needed.
• Perform other related duties as assigned.

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 (or higher).
• Bachelor’s degree in the humanities preferred.
• Two years of related job experience.
• Demonstrated communication, organizational, and interpersonal skills.
• Demonstrated computer competency in using typical office software (MS Office suite) and basic office equipment; ability to learn university systems such as Workday and Mazévo.
• Familiarity with virtue epistemology and/or higher education pedagogy is a strong plus.
• Willingness to continue upgrading knowledge, skills, and abilities as needed.

Salary and Benefits

Staff Term: Fixed Term. Salary range: $23.51 - $29.38 per hour, commensurate with education and experience. This position may not be eligible for visa sponsorship now or in the future. Specific benefits are those of regular Loyola Marymount University employment.

EEO Statement

Loyola Marymount University is an equal employment opportunity employer and prohibits unlawful discrimination on the basis of race, religious creed, color, national origin, ancestry, disability, legally protected medical condition, denial of Family and Medical Care Leave, marital status, sex, gender, gender identity, gender expression, age 40 or over, military or veteran status, sexual orientation, genetic information, or any other bases protected by federal, 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. 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. To report questions or concerns about sex‑based discrimination, please contact [e-mail] or 310.568.6105.