Senior Administrative Coordinator

Loyola Marymount University; Los Angeles (CA); On-site; USD 37,000 - 46,000; Full time

Job summary

Loyola Marymount University in Los Angeles is seeking an experienced administrative professional to provide a broad range of clerical and office support for the Controller's Office and related departments.

The role involves handling inquiries, organizing meetings and events, managing calendars, arranging travel, maintaining inventories, and supporting accounts payable and NRA tax processes. Strong communication and organizational skills are essential.

Qualifications

• Typically a Bachelor’s Degree or equivalent experience.
• Minimum 4 years of administrative support experience.
• Intermediate knowledge of office machines, word processing, spreadsheet, email, software applications and databases (Word, Excel and PowerPoint).
• Excellent communication and interpersonal skills.
• Detailed oriented.

Responsibilities

• Provide overall general office administrative services and clerical support.
• Establish general office procedures that support the overall departmental needs.
• Answer incoming calls, welcome visitors, and provide information about the departments and programs.
• Support department by distributing mail, composing or producing a variety of business correspondence, reports or related materials, photocopying, filing, copying and mailing.
• Perform administrative duties associated with scheduling and coordinating meetings and events.
• Plan, coordinate, and arrange meetings; schedules and maintains calendars; and makes travel arrangements.
• Attend meetings and records minutes and summarizes for distribution.
• Reserve conference locations.
• Arrange and reserve services with vendors, prepare agendas, gather and organize supporting information, and oversee production and distribution of related meeting and event materials.
• Attend functions to ensure satisfactory outcome when necessary.
• Coordinate catering for events/meetings.
• Work as a member of the Finance Service Delivery support team assisting with answering and routing of questions and development of support materials for various financial workstreams.
• Oversee department equipment and office supply inventories.
• Purchase office supplies as needed to keep an up-to-date inventory.
• Facilitate and track department service requests on office equipment.
• Maintain computer inventories and other departmental equipment.
• Assist with various accounts payable functions including but not limited to, review and approval of AP transactions, supplier requests and changes.
• Assist in Non-Resident Aliens (NRA) Glacier process by sending follow-up emails to NRAs for tax treaty and tax filing requirements.
• Independently responds to and composes correspondence.
• Collaborates with various departments to complete tasks.
• Assists in planning and coordinating events.
• May create and maintain standard spreadsheets and/or databases and prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources; determines format, elements, trends, etc.
• Provide clerical support for the Controller for attendance at local and national organizations, including the Jesuit Finance Officers, NACUBO, WACUBO, WCCI, PACCON and other groups.
• Arrange for repair and/or maintenance of office equipment and maintain inventory of it.
• Maintain physical office environment; act as liaison with both on and off campus office equipment maintenance vendors, sales and repair representatives.
• Distribute Accounts Payable checks that are held for pick up.
• Follow up on checks not picked up.
• Oversee front desk student employees.
• Perform other duties as assigned.

Skills

Communication skills

Interpersonal skills

Detail oriented

Office software (Word/Excel/PowerPoint

Education

Bachelor’s degree or equivalent experience

Tools

Word

Excel

PowerPoint

Job description

Performs a varied of skilled clerical and administrative duties in support of a department, school/college, program or unit. Serves as administrative liaison with others outside the department. Performs work of a confidential nature, and exercises initiative. Has knowledge of department/unit/program practices and policies. Regularly performs a significant amount of work that requires a degree of expertise. Responds to inquiries. Researches information to resolve problems or issues. May perform administrative and clerical tasks related to the department. Organizes and coordinates events which may include creating timelines; collecting agenda items and background materials; coordinating itineraries involving travel. Serves as a member of the Finance Service Delivery support team assisting with the answering and routing of general questions directed to the Office of the Controller and development of reference materials. May prepare/coordinate annual event(s), conference(s).Position Specific Responsibilities/AccountabilitiesProvide overall general office administrative services and clerical support. Establish general office procedures that support the overall departmental needs. Answer incoming calls, welcome visitors, and provide information about the departments and programs. Support department by distributing mail, composing or producing a variety of business correspondence, reports or related materials, photocopying, filing, copying and mailing.Perform administrative duties associated with scheduling and coordinating meetings and events. Plan, coordinate, and arrange meetings; schedules and maintains calendars; and makes travel arrangements. Attend meetings and records minutes and summarizes for distribution. Reserve conference locations. Arrange and reserve services with vendors, prepare agendas, gather and organize supporting information, and oversee production and distribution of related meeting and event materials. Attend functions to ensure satisfactory outcome when necessary. Coordinate catering for events/meetings.Work as a member of the Finance Service Delivery support team assisting with answering and routing of questions and development of support materials for various financial workstreams.Oversee department equipment and office supply inventories. Purchase office supplies as needed to keep an up-to-date inventory. Facilitate and track department service requests on office equipment. Maintain computer inventories and other departmental equipment.Assist with various accounts payable functions including but not limited to, review and approval of AP transactions, supplier requests and changes.Assist in Non-Resident Aliens (NRA) Glacier process by sending follow-up emails to NRAs for tax treaty and tax filing requirements.Independently responds to and composes correspondence.Collaborates with various departments to complete tasks.Assists in planning and coordinating events.May create and maintain standard spreadsheets and/or databases and prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources; determines format, elements, trends, etc.Provide clerical support for the Controller for attendance at local and national organizations, including the Jesuit Finance Officers, NACUBO, WACUBO, WCCI, PACCON and other groups.Arrange for repair and/or maintenance of office equipment and maintain inventory of it. Maintain physical office environment; act as liaison with both on and off campus office equipment maintenance vendors, sales and repair representatives.Distribute Accounts Payable checks that are held for pick up. Follow up on checks not picked up.Oversee front desk student employees.Perform other duties as assigned.Loyola Marymount University ExpectationsExhibit 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 QualificationsTypically 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 4 years of administrative support experience.Must have intermediate knowledge of office machines, word processing, spreadsheet, email, software applications and databases (Word, Excel and PowerPoint). May train or assist others with technology. May update standard information/data to website/blog within the applications content management system.Excellent communication and interpersonal skills.Detailed oriented.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$26.54 - $33.12 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.)LMU is committed to providing equal access to employment opportunities and ensuring a comprehensive recruitment and selection process for all applicants.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.