Senior Admin Lead, Graduate Programs (Onsite)

Loyola Marymount University; Northern, Los Angeles (KY, CA); Hybrid; USD 36,000 - 45,000; Full time

Job summary

Loyola Marymount University’s School of Film and Television seeks a Senior Administrative Coordinator to support Playa Vista Campus operations, graduate program administration, and faculty/staff coordination. You will manage daily workflows, maintain program pages, and assist graduate directors with scheduling and documentation.

The role requires strong organizational skills, proficiency in Microsoft Office, Workday, and adjunct systems, plus the ability to manage sensitive information with

Qualifications

• Typically a bachelor's degree or equivalent experience. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes.
• Minimum of 4 years of advanced administrative, secretarial, and/or clerical experience, preferably in higher education support roles.
• Knowledge of academic policies, university processes, systems and platforms.
• Intermediate understanding of purchasing and finance principals is strongly preferred.
• Proficiency in office software applications (e.g., Microsoft Office Suite, Teams, Zoom, etc.) and ability to learn and adapt to internal systems quickly. Experience with Workday strongly preferred.
• Proficiency with graphic design software (Canva, Adobe Creative Cloud etc.) is a plus.
• Excellent organizational skills, with meticulous attention to detail and the ability to manage deadlines and simultaneous projects.
• Excellent editing and proofreading skills.
• Ability to follow organizational structure and defined processes.
• Excellent written and verbal communication skills.
• Strong interpersonal communication skills and ability to interact professionally with faculty, staff, and university leadership.
• Proven ability to work calmly and efficiently in a high-pace, high volume environment.
• Proven ability to exercise a high level of discretion, handling confidential matters with sound judgment.
• High degree of emotional intelligence.
• Commitment to supporting a diverse and inclusive work environment.
• Ability to work both independently and collaboratively in a fast-paced academic environment.

Responsibilities

• Provide ongoing support to SFTV faculty and staff serving as a centralized source and knowledge hub for daily requests at the Playa Vista Campus (PVC).
• Serve as a primary contact for SFTV inquiries at PVC, coordinating with internal partners, central university departments, and external partners as needed.
• Independently process and research routine requests; discern appropriate escalation and involvement of additional parties.
• Field requests related to facility/maintenance, technology, classroom support, reservations, and safety.
• Collaborate closely with team members within the SFTV Adminstration and Operations department to ensure proper protocols and workflows are followed.
• Collaborate with internal Senior Administrative Coordinators and designated administrative staff to ensure SFTV processes and workflows are aligned and mirrored across both campuses.
• Monitor and respond to inquiries/requests sent to centralized email inboxes.
• Assist graduate directors with submitting materials and requests across university approved platforms and systems.
• Oversee updates and maintenance of program webpages and faculty profiles; ensure information is current, accurate, and accessible.
• Develop and maintain written documentation outlining internal SFTV practices and standard operating procedures specific to role; supporting the Operations and Administration department goals and initiatives.
• Prepare agendas, and take detailed minutes of select committees as designated by the Dean and/or direct supervisor, ensuring accuracy and thoroughness.
• Navigate confidential meetings and sensitive information with a high-level of discretion, tact and diplomacy.
• Create and maintain timelines, trackers, checklists, surveys, and forms to support projects and initiatives.
• Identify methods and platforms to maximize accuracy and efficiency for various projects.
• Support dean-level priorities and overarching SFTV strategic initiatives through collaboration with the Dean’s Office and SFTV leadership.
• Oversee the hiring and onboarding process for student workers in accordance with university policies and Student Employment Services guidelines.
• Supervise student workers and delegate tasks to support operations and events, ensuring assignments are appropriate to their role.
• Manage, purchase, maintain, and track supplies and inventory.
• Maintain advanced skills in Excel, Qualtrics, Adobe Sign, and LMU enterprise business systems such as Workday, Mazevo, and PROWL to support operations.

Job description

Loyola Marymount University’s School of Film and Television seeks a Senior Administrative Coordinator to support Playa Vista Campus operations, graduate program administration, and faculty/staff coordination. You will manage daily workflows, maintain program pages, and assist graduate directors with scheduling and documentation.

The role requires strong organizational skills, proficiency in Microsoft Office, Workday, and adjunct systems, plus the ability to manage sensitive information with