Senior Administrative Coordinator, Graduate Programs

Loyola Marymount University; United States; On-site; USD 39,000 - 45,000; Full time

Job summary

Loyola Marymount University’s School of Film and Television seeks a Senior Administrative Coordinator for Graduate Programs Services at the Playa Vista Campus. This role provides critical support to faculty, graduate directors, and program operations.

Responsibilities include managing daily operations, maintaining program webpages, and coordinating meetings and events. Strong knowledge of LMU policies, Workday, and university systems is required; a bachelor's degree and 4+ years of

Qualifications

• Bachelor's degree or equivalent experience; additional education preferred.
• Minimum of 4 years of advanced administrative/secretarial/clerical experience, preferably in higher education.
• Workday experience strongly preferred.
• Knowledge of academic policies, university processes and platforms.
• Proficiency in office software and ability to learn internal systems quickly.
• Excellent editing and proofreading skills and written communication abilities.

Responsibilities

• Provide ongoing support to SFTV faculty and staff as a centralized knowledge hub for daily requests at the Playa Vista Campus.
• Serve as primary contact for SFTV inquiries, coordinating with internal partners and external partners as needed.
• Oversee updates and maintenance of program webpages and faculty profiles; ensure information is current and accessible.
• Prepare agendas and minutes for select committees; manage confidential information with discretion.
• Create timelines, trackers, checklists, surveys and forms to support projects and initiatives.
• Support dean-level priorities and collaborate with the Dean's Office and SFTV leadership.
• Oversee hiring and onboarding for student workers and supervise staff as needed.

Skills

Academic policies

University systems

Workday experience

Microsoft Office

Canva

Adobe Creative Cloud

Education

Bachelor's degree or equivalent experience

Tools

Workday

Canva

Adobe Creative Cloud

Microsoft Teams

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 (PVC) 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 (PVC). 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 Adminstration 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 honorariums. Advertise and promote events to the appropriate audiences through university approved platforms and communications channels; create invitations and manage RSVPs.

Budget & Expenses In cooperation with the Graduate Director, manage budget of the graduate program. Maintain up-to-date knowledge of university fiscal policies and procedures; interpret and apply fiscal policies to ensure department/program compliance. Supervision of the Department/Program budget remains the responsibility of the Director. 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 PVC and graduate program expenses, invoices, and P-Card transactions.

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.

Requisition 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 4 years of advanced administrative, secretarial, and/or clerical experience, preferable in higher education support roles.
• University experience is preferred.
• Knowledge of academic policies, university processes, systems and platforms.
• Intermediate understanding of purchasing and finance principals 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.
• 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 Regular 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.

Founded in 1911, Loyola Marymount University is a Carnegie classified R2 institution rooted in the Jesuit and Marymount traditions. We are committed to fostering a diverse academic community rich in opportunity for intellectual engagement and real-world experience. We enroll an academically ambitious, multicultural, and socioeconomically diverse student body. We recruit, retain and support a diverse faculty committed to excellence in teaching, research, scholarship and creativity. Our three campuses are rooted in the heart of Los Angeles, a global capital for arts and entertainment, innovation and technology, business and entrepreneurship. LMU is a unique and rewarding place to work. As you consider your employment opportunities with our institution, we encourage you to take the time to learn about the university community and how it distinguishes us from other places of employment. We are proud of the programs, benefits and services we provide our community. We strive to ensure an inclusive environment in all aspects of campus life that fosters a strong sense of trust and mutual respect.

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: