Senior Administrative Coordinator, SFTV Dean’s Office

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 to provide comprehensive support for the Dean's Office. The role includes event coordination, social media marketing, and managing communications. The ideal candidate will have prior administrative experience, strong communication skills, and proficiency in tools like Microsoft Office and Adobe Creative Cloud.

This position requires a commitment to excellent customer service and the ability to work in a fast-paced environment. Salary range is $25.87 - $32.31 per hour, depending on experience.

Qualifications

• Minimum of four years of administrative experience required.
• Experience in higher education support roles is preferred.
• Strong editing and proofreading skills with an emphasis on accuracy.

Responsibilities

• Provide comprehensive administrative support for the Office of the Dean.
• Coordinate meetings and events for the Dean.
• Support daily operations of the Office of the Dean.

Skills

Administrative Support

Event Coordination

Social Media Marketing

Organization

Interpersonal Communication

Education

Bachelor's degree

High school diploma or equivalent

Tools

Microsoft Office Suite

Canva

Adobe Creative Cloud

Qualtrics

Workday

Job description

Position Summary

Reporting to the Executive Assistant to the Dean, the Senior Administrative Coordinator will provide comprehensive administrative support for the Office of the Dean. The role focuses on event coordination, onsite support, social media marketing, internal/external communications, and daily operations.

Accountabilities

• Support the daily operations of the Office of the Dean.
• Prioritize and respond to time‑sensitive requests from the Dean and Executive Assistant, adjusting workload as needed to ensure high‑priority items are handled promptly.
• Serve as a point of contact for visitors and incoming calls, ensuring a professional and welcoming experience.
• Act as the primary support for the Dean in the absence of the Executive Assistant, managing operational efficiency.
• Monitor and respond to inquiries within the centralized email inbox in a timely manner.
• Process, research, and route routine requests; determine appropriate escalation or additional involvement.
• Monitor office supplies and pantry inventory; coordinate reordering as needed.
• Purchase, maintain, and track Dean’s Office swag and specialty item inventory; maintain a catalog of approved items and coordinate with external vendors.
• Track, process, and reconcile expenses, invoices, and P‑Card transactions.
• Coordinate support with Facilities Management and ITS for maintenance, repairs, and technical support; collaborate closely with SFTV Operations staff for time‑sensitive or recurring issues.
• Maintain organized systems, shared documents, and project trackers.
• Prepare agendas and take detailed minutes of select committees or meetings as designated by the Dean or supervisor.
• Maintain advanced skills in Excel, Qualtrics, Adobe Sign, and LMU enterprise business systems such as Workday, Mazevo, EMMA, and PROWL to support operations.
• Maintain in‑depth knowledge of university policies, procedures, and internal practices.
• Perform additional duties and support special projects as assigned, consistent with the scope and level of the role.

Communications & Digital Presence

• In close collaboration with the Executive Assistant, draft communications, invitations, and newsletters, utilizing EMMA platform when appropriate.
• Coordinate and maintain SFTV social media content calendars across platforms.
• Support the development, review, and scheduling of content, ensuring accuracy and alignment with SFTV standards.
• Maintain and update the SFTV website to ensure information is current.
• Research, track, and document student, faculty, and alumni achievements; create and maintain an annual tracker.
• Coordinate with LMU Marketing & Communications on newsletters and outreach initiatives.

Meetings and Event Support

• Provide meeting support for the Dean for in‑person and virtual meetings as needed.
• Arrange and coordinate various needs including campus room/space reservations, custodial services, catering, hospitality, parking, transportation, travel, and public safety.
• Collaborate with SFTV staff, faculty, campus partners, and external partners to coordinate special events as directed.
• Provide onsite support for Dean’s Office events; some evening and weekend event support required.
• Support event planning and execution, including logistics and run‑of‑show preparation.
• Advertise and promote events through university online platforms and communications channels; create invitations and manage RSVPs.
• Assist with guest coordination and communication.

Supervision of Student Workers

• Develop a robust student worker program for the Office of the Dean.
• 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, ensuring assignments are appropriate to their role.
• Review deliverables for completeness and quality.
• Maintain schedules prioritizing onsite event support and in‑person office support.
• Create and maintain the SFTV Office of the Dean student‑worker handbook.
• Perform other duties as assigned or requested.

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

• High school diploma or equivalent experience.
• Bachelor’s degree is desirable.
• Minimum of four years of administrative experience required; preferably in higher education support roles.
• University experience is preferred.
• Experience supporting events and/or communications is preferred.
• Proficiency with Microsoft Office Suite and general computer competency.
• Working knowledge of social media platforms, including Instagram, X (formerly Twitter), and Facebook.
• Strong editing and proofreading skills with an emphasis on accuracy.
• Proven ability to work calmly and efficiently in a high‑pace, high‑volume environment both independently and as part of a team.
• Proven ability to exercise a high level of discretion, handling confidential matters with sound judgment in a high‑visibility office.
• Ability to demonstrate a high degree of emotional intelligence.
• Strong organizational and time‑management skills with attention to detail.
• Proven ability to manage multiple assignments and meet deadlines.
• Experience following established processes while identifying opportunities to improve efficiency.
• Strong interpersonal and communication skills both written and oral.
• Ability to communicate well with a diverse population of faculty, staff, students, administrators, university partners, and others using tact, discretion and diplomacy at all times.
• Commitment to supporting a diverse and inclusive work environment.
• Knowledge of academic policies, university processes, systems and platforms is preferred.
• Experience with Canva or Adobe Creative Cloud is preferred.
• The above statements describe the general nature and level of work performed; they are not an exhaustive list of all responsibilities, duties, and skills required.

Salary

Regular Salary range $25.87 - $32.31; salary commensurate with education and experience. This position may not be eligible for visa sponsorship now or in the future.

EEO Statement

Loyola Marymount University is an equal employment opportunity employer and prohibits unlawful discrimination on the basis of race, religious creed, color, national origin, ancestry, disability, HIV and AIDS, legally protected medical condition, denial of Family and Medical Care Leave, marital status, sex, gender, gender identity, gender expression, age 40 or over, military or veteran status, sexual orientation, genetic information or any other bases protected by federal, 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.