Senior Administrative Coordinator, Faculty Services

Loyola Marymount University; Westchester (IL); On-site; USD 35,638 - 44,510; Full time

Job summary

Loyola Marymount University is seeking a Senior Administrative Coordinator, Faculty Services to support the School of Film and Television. The role involves administrative support for department chairs and managing the operational efficiency of academic departments.

Key responsibilities include coordination of faculty inquiries, event logistics, and budget management. Candidates should have a bachelor’s degree, preferably with experience in higher education, along with strong organizational and communication skills.

Qualifications

• Minimum of 4 years of advanced administrative experience, preferably in higher education.
• Knowledge of academic policies and university processes.
• Excellent written and verbal communication skills.

Responsibilities

• Serve as primary contact for faculty inquiries and assist with administrative support.
• Plan and coordinate department meetings and academic events.
• Monitor spending within approved budget allocations.

Skills

Excellent organizational skills

Proficiency in Microsoft Office Suite

Strong interpersonal communication skills

Ability to manage deadlines

Education

Bachelor’s degree or equivalent experience

Tools

Workday

Adobe Creative Cloud

Job description

Overview

Loyola Marymount School of Film & Television (LMU SFTV) is a top‑ranked film school located in Los Angeles, CA. The school is recognized for its state‑of‑the‑art facilities and equipment, award‑winning faculty, expert staff, world‑renowned alumni and innovative curriculum.

Position Summary

Reporting to the Associate Dean of Operations and Administration, the Senior Administrative Coordinator, Faculty Services for the School of Film and Television, will serve as the primary administrative support for designated SFTV department chairs. The role enhances operational efficiency while providing comprehensive administrative support for academic departments and maintaining in‑depth knowledge of university policies, procedures and internal practices.

Accountabilities / Responsibilities

General Duties / Daily Operations

• Serve as a primary contact for faculty inquiries, coordinating with internal partners and central university departments as needed.
• Independently process and research routine requests; discern appropriate escalation and involvement of additional parties.
• In close collaboration with Senior Administrative Coordinators and designated administrative staff, monitor and respond to inquiries/requests within the shared email inbox to assist faculty from all programs.
• Assist faculty with submitting materials and requests across university‑approved platforms, including classroom support, technology, custodial, maintenance, reservations, and travel and professional development.
• Oversee updates and maintenance of department/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 the role, supporting the Operations 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 and checklists to support projects and initiatives.
• Support dean‑level priorities and overarching SFTV strategic initiatives through collaboration with the Dean’s Office and SFTV leadership.
• Collaborate with Associate Dean and provide onboarding support for full‑time and part‑time faculty, including coordination of orientation and access to university resources.
• Collaborate with designated administrative staff to support faculty searches as needed, including assisting with postings, coordinating interviews and logistics, organizing materials or demonstrations, and arranging catering or related purchases.
• Oversee the hiring and onboarding process for student workers in accordance with university policies and Student Employment Services guidelines.
• Delegate tasks to student workers to support operations and events, ensuring assignments are appropriate to their role.
• 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.
• Perform other related duties as requested.

Chair Support

• Provide administrative support to department chairs and co‑chairs in departmental operations.
• Manage all resources and operations necessary to support the daily functioning of the department.
• Compile and organize information to support department chairs in evaluating priorities and identifying gaps related to course scheduling, facilitating effective collaboration with the Scheduling Analyst.
• Collect, maintain, and organize records and submissions, including syllabi, course availability, script submissions, surveys, and other materials.
• Support assessment efforts by collecting and maintaining departmental data and coordinating related logistics.
• Assist in tracking academic equipment requests and other semi‑annual technology or capital related requests.

Meetings & Events Coordination

• Plan, coordinate, and schedule department meetings, academic events, screenings, and co‑curricular programs.
• Prepare agendas, checklists, run‑of‑show documents, and distribute relevant materials for meetings and events.
• Arrange meetings and event logistics, including catering, hospitality, supplies, on‑site support, and assignment of student workers to appropriate tasks.
• Serve as primary contact for guests and speakers.
• Advertise and promote events through university online platforms and communication channels; create invitations and manage RSVPs.

Budget & Expense Processing

• In cooperation with the Chair/Director, manage the budget of the Department/Program.
• Maintain up‑to‑date knowledge of university fiscal policies and procedures; interpret and apply fiscal policies to ensure department/program compliance.
• Monitor spending within approved budget allocations while ensuring compliance with university fiscal policies.
• Identify and communicate operational or fiscal concerns to support compliance and effective oversight.
• Track, process, and reconcile departmental expenses, invoices, and P‑Card transactions.

Qualifications

• Typically a bachelor’s degree or equivalent experience.
• Minimum of 4 years of advanced administrative, secretarial, and/or clerical experience, preferably in higher education support roles. University experience is preferred.
• Knowledge of academic policies, university processes, systems and platforms.
• Intermediate understanding of purchasing and finance principles 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.

Salary

Hourly Range: $25.87 - $32.31. Salary commensurate with education and experience.

EEO Statement

Loyola Marymount University is an equal employment opportunity employer and prohibits unlawful discrimination on the basis of race, religious creed (including religious dress and grooming practices), color, national origin (including language and language use restrictions), ancestry, disability (mental and physical) including HIV and AIDS, legally protected medical condition (cancer‑related or genetic characteristics), denial of Family and Medical Care Leave, marital status, sex (including pregnancy, childbirth, breastfeeding or related medical condition), gender, gender identity, gender expression, age 40 or over, military or veteran status, sexual orientation, genetic information or any other bases protected by federal (including but not limited to Title VI and Title VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990), 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. To learn more about the University's Statement of Non‑Discrimination policy and related grievance procedures, click here. To report questions or concerns about sex‑based discrimination, please contact [e-mail] or 310.568.6105. To learn more about Federal & State Employment Notices, click here.