Senior Administrative Coordinator

Loyola Marymount University; Westchester (FL); Sur place; USD 37 000 - 46 000; Plein temps

Résumé du poste

LMU's Center for Equity for English Learners (CEEL) seeks an Office Manager to oversee daily operations, coordinate staff, and support executives. The role requires managing calendars, communications, budgets, and program logistics within an academic setting.

You will coordinate professional development, events, and internal/external communications; ensure policies and procedures are followed; and assist with reconciliation and reporting for contracts and grants.

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 four years administrative support experience; preferably in an academic environment.
• Ability to multi-task and provide customer service with little supervision.
• Ability to proofread, compose routine correspondence and reports; work under constant deadlines.
• Demonstrated technological competency with Microsoft Office Suite (Excel, Word, PowerPoint) and platforms (e.g. Zoom, learning management systems).
• Demonstrated communication skills both written and oral.

Responsabilités

• Serve as a liaison for the Executive Director, Directors, and Center staff; front-line interface with faculty, partners, and administrators.
• Provide oversight for project deadlines, problem-solving, and follow-up on assignments.
• Maintain CEEL calendars; collaborate with SOE staff and shared calendars to troubleshoot conflicts.
• Advise on frequently used office software, e.g., email, word processing, university systems.
• Oversee and support troubleshooting of instructional technology and office equipment.
• Design, coordinate, and manage tasks to support CEEL projects.

Connaissances

Multi-tasking

Customer service

Communication skills

MS Office

Zoom

LMS

Formation

Bachelor’s degree or equivalent experience

Outils

Zoom

LMS

Description du poste

Under the supervision of the Program Operations Manager, Directors and the Center for Equity for English Learners staff, this position uses advanced problem-solving and independent decision-making skills to manage the daily operations of the Center for Equity for English Learners (CEEL) and staffs the Center; provides support and advisement and is able to resolve complex issues; coordinates professional development, events and workshops; reviews and revises CEEL’s policies and procedures; supports reconciliation of expenses, budgets and transactions related to contracts and grants. Serves as a main point of contact for external and internal partners and supports CEEL Executive Director, Directors and other staff.

Responsible for overall organization, coordination, and maintenance of CEEL operations and procedures to ensure organizational efficacy.

Position Specific Responsibilities/Accountabilities

CEEL OFFICE MANAGEMENT (20%)

• Serve as a liaison for the Executive Director, Directors, and Center staff. Provide ‘frontline’ interface with faculty, partners, and administrators, including coordination of all documents and packets associated with such interface. Serve as a senior resource for all personnel, speakers, guests, partners, and university administrators.
• Provide oversight and leadership for ensuring project deadlines, problem-solving, and follow up regarding assignments.
• Maintain CEEL and staff calendars including collaboration with SOE staff and shared electronic calendars to troubleshoot conflicts and provide accurate, updated, and timely information to appropriate parties.
• Provide general guidance on regularly used office software (e-mail, word processing, university systems, e.g. Brightspace, Zoom, Terminal4, Wufoo, etc.).
• Oversee and provide support for troubleshooting instructional technology and office equipment (copiers, fax, scanners, printers, etc.).
• Design, coordinate, and manage tasks and assignments to ensure quality and support for CEEL’s projects and efforts.

PROFESSIONAL DEVELOPMENT PROGRAMS (25%)

• Oversee, support, facilitate, and coordinate all aspects of CEEL professional development programs, meetings, special events, and program orientations, including logistics, parking arrangements, catering, securing locations, securing technology set-up, coordinating communication, creating agendas and minutes, and distributing appropriate information.
• Support professional development program recruitment efforts and respond to professional development program inquiries.
• Coordinate and schedule professional development including certificate dates and program flyers. Submit to appropriate project leads for approval and/or collaboration.
• Coordinate registration, completion and tracking processes.
• Coordinate technical support for instructors and participants.

CEEL COMMUNICATIONS & OUTREACH (20%)

• Research, develop, revise, and distribute/publish information and data for the Center on official website, EMMA, and/or social media applications as designated.
• Develop, maintain, and facilitate all internal and external communications
• Maintain, edit, and update all database contact lists, directories, and mailboxes.
• Coordinate and maintain files and organization of website, media, and outreach.

ASSESSMENT, IMPACT, AND CONTINUOUS IMPROVEMENT (15%)

• Support data gathering and reporting for organizational impact and continuous improvement processes.
• Support the preparation of annual analysis reports to determine impact and sustainability of programs as well as to identify areas of improvement.

BUSINESS SUPPORT (15%)

• Drive CEEL’s timely fiscal reporting and ongoing operations by coordinating across LMU departments and CEEL faculty and staff.
• Monitor and coordinate the Center’s personnel purchases, as requested, via business credit cards or reimbursement; including travel arrangements and processing required paperwork for attendance at conferences.
• Prepare reports to reconcile expenditures, invoice for services, or other as requested.

OTHER DUTIES (5%)

• Perform other related 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.

Qualifications/Requirements

• 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 the field of teacher education in higher education.
• Minimum of four years administrative support experience; preferably in an academic environment.
• Ability to multi-task. Answer phone calls cordially and provide customer service assistance with little or no supervision. Ability to proofread, compose routine correspondence and reports; work under constant deadlines and maintain a detail-oriented approach to each task.
• Ability to manage multiple conflicting priorities with converging deadlines.
• Demonstrated technological competency and proficiency in Microsoft Office Suite (Excel, Word, and PowerPoint) and other platforms (e.g. Zoom, learning management systems)
• Demonstrated communication skills both written and oral.

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 employee will frequently sit; talk; hear; use hands and fingers to handle, feel or operate objects, tools or controls; reach with hands and arms. The employee will occasionally walk and must occasionally lift and/or move objects up to 25 pounds. The employee must be able to see closely and be able to adjust focus for use of computer and distance visibility.

#HERC# #HEJ#

Staff Term (Fixed Term)

Salary 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.