Senior Administrative Coordinator

Loyola Marymount University; Los Angeles (CA); On-site; USD 10,000 - 60,000; Full time

Job summary

Loyola Marymount University is seeking an Administrative Assistant to support the College of Communication and Fine Arts Dean's Office. The role involves high-level administrative tasks, including scheduling, document preparation, and maintaining records. Ideal candidates will have a bachelor's degree and at least four years of relevant experience in an academic setting.

Qualifications

• Minimum of 4 years administrative/secretarial experience, preferably in an academic environment.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and manage sensitive information.

Responsibilities

• Provide high-level administrative support to the Dean's Office.
• Schedule appointments and coordinate logistics for meetings and events.
• Compile and analyze information for reports.

Skills

Communication

Organization

Leadership

Analytical Ability

Education

Bachelor's degree or equivalent experience

Tools

Microsoft Excel

Microsoft Word

Adobe Acrobat

Canva

Job description

Under general supervision, this position will create and maintain a professional office environment that will promote efficiency and support the daily operations for all services offered through the Dean's Suite. Perform a variety of administrative / secretarial duties to support the College of Communication and Fine Arts Dean's Office.

Position Specific Responsibilities / Accountabilities

• Provide high-level administrative support to the College of Communication and Fine Arts Dean's Office. Maintain calendars, appointments, and filing systems; duplicate documents; prepare agendas and minutes. Prepare confidential and non-confidential letters, memoranda, e-mail, and other documents. Handle highly sensitive and / or urgent information with diplomacy; maintain surroundings in a clean and professional manner.
• Schedule appointments, make travel arrangements, maintain calendars, and greet visitors. Assist with the setup of meetings, events, and programs. Coordinate all logistics.
• Will compile and analyze information for reports or presentations.
• Answer questions about routine policies. Apply basic working knowledge of concepts, practices, and procedures to varied situations.
• Maintain records and databases, and updates them as necessary.
• Answers phones, routes callers, and takes messages.
• Assist with bookkeeping to track budgets.
• May oversee student employees.
• Perform other duties as assigned or requested.

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.

Requisite 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, in particular in higher education.
• Minimum of 4 years administrative / secretarial experience; preferably in an academic environment in progressively responsible positions.
• Must have excellent understanding of the internet and computer software, i.e., Microsoft Excel, Word, Power Point, Adobe Acrobat, etc. Also, social media programs such as Instagram, Facebook, and Localist as well as Dropbox and Google programs.
• Must have excellent knowledge of equipment including printers, desktop and laptop computers and ability to learn how to set up and use projection equipment for presentations. Must also be able to learn software such as Canva, Emma, Eventbrite, and all LMU-specific programs such as Mazevo and Workday.
• Must have good written and verbal communication skills including accepted English with correct grammar, spelling, and diction. Must be able to compose letters, memos, publicity materials, minutes, and other written materials on own initiative, and as the chair / co-chair indicates. Must be skilled in coordinating performance activities and publications, completing bookkeeping assignments, and office responsibilities with courtesy, speed, and efficiency. Must be able to understand, interpret, and enact university, college, and department regulations, maintain confidentiality in all departmental and personnel matters, learn new skills on the computer and any other office machinery as these become available in the university. Must be able to meet deadlines, multi-task, use good judgment, initiate, and oversee the activities of other staff, student crews and work-study students.
• Demonstrated knowledge in the areas of : Modern office practices and procedures, telephone and computer techniques, filing systems, and knowledge of university policy and procedure
• Exemplary communication skills (both written and oral) evidenced by background in preparing comprehensive reports and executive summaries incorporating complex, and highly technical information.
• Highly developed organizational and leadership 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.

PHYSICAL DEMANDS :

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Constantly required to sit, feel, use finger movement, speak clearly, hear conversation, see near and far. Frequently required to stand and walk. Occasionally required to lift, carry and push up to 25 lbs., stoop, kneel, reach high and low, use depth perception.

WORK ENVIRONMENT :

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The work environment is normal.

MENTAL DEMANDS :

Mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Frequent calculating, interrupted work, variety of interrelated tasks, sustained concentration, use of reasoning, judgment, resourcefulness, analytical ability, and ingenuity.

HERC# #HEJ#

Staff Regular

Salary range

25.19 - $31.49 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.)

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