Senior Administrative Coordinator, Graduate Programs

lmu; California (MO); On-site; USD 70,000 - 95,000; Full time

Job summary

LMU SFTV in Los Angeles seeks a Senior Administrative Coordinator, Graduate Programs Services, to enhance operational efficiency across Playa Vista Campus, serving as the primary onsite liaison for faculty, staff, students and guests.

The role provides administrative support to graduate directors, maintains knowledge of university policies, plans meetings and events, manages documentation, onboarding of student workers, and coordinates with central departments.

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.
• 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 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.
• Graduate Director support: Provide administrative support to graduate directors.
• Compile and organize information to support graduate directors in evaluating priorities and identifying gaps related to course scheduling.
• Facilitating effective collaboration with designated chairs and the Scheduling Analyst.
• Collect, maintain, and organize records and submissions, including but not limited to syllabi, course availability, script submissions, surveys, and other materials.
• Support assessment and strategic planning 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 meetings, graduate program events, screenings, and co-curricular programs.
• Support dean-level events. In-person support is required for approximately 4-7 evening and/or weekend events throughout the year.
• 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 delegation of appropriate tasks/assignments to student workers.
• Serve as primary contact for external guests and speakers. Process and manage associated hono

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, Graduate Programs Services for the School of Film and Television (SFTV), will hold a critical role in enhancing operational efficiency for SFTV programming at the Playa Vista Campus while serving as a central liaison and onsite support for SFTV faculty, staff, students and guests. Additionally, this role will serve as the primary administrative support for SFTV graduate directors. The Senior Administrative Coordinator will be responsible for maintaining in-depth knowledge of university policies, procedures, and internal practices.

Position Specific Responsibilities/Accountabilities

General Duties / Daily Operations

Provide ongoing support to SFTV faculty and staff serving as a centralized source and knowledge hub for daily requests at the Playa Vista Campus.

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 Administration 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.

Graduate Director support

Provide administrative support to graduate directors.

Manage all resources and administrative operations necessary to support the daily functioning of the graduate programs.

Compile and organize information to support graduate directors in evaluating priorities and identifying gaps related to course scheduling. Facilitating effective collaboration with designated chairs and the Scheduling Analyst.

Collect, maintain, and organize records and submissions, including but not limited to syllabi, course availability, script submissions, surveys, and other materials.

Support assessment and strategic planning 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 meetings, graduate program events, screenings, and co-curricular programs. Support dean-level events. In-person support is required for approximately 4-7 evening and/or weekend events throughout the year.

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 delegation of appropriate tasks/assignments to student workers.

Serve as primary contact for external guests and speakers. Process and manage associated hono