Senior Administrative Coordinator (Temporary)

lmu; United States; On-site; USD 65,000 - 90,000; Full time

Job summary

Loyola Marymount University’s School of Film and Television (SFTV) in Los Angeles, CA, seeks a Senior Administrative Coordinator, Faculty Services, to support designated SFTV department chairs and faculty with complex administrative workflows and policy adherence.

You will manage inquiries, prepare agendas, track budgets, maintain faculty profiles and webpages, assist with faculty searches, onboarding, meetings and events, and uphold LMU’s standards for confidentiality and accuracy in a

Qualifications

• Experience coordinating administrative support in a higher education setting.
• Strong organizational and written/verbal communication skills.
• Ability to handle confidential information with discretion.

Responsibilities

• Serve as primary contact for faculty inquiries and coordinate with partners.
• Process routine requests, escalate where needed, and track progress.
• Maintain department webpages and faculty profiles for accuracy.
• Prepare agendas, take minutes, and support select committees.
• Support onboarding, orientation, and access for faculty.
• Coordinate faculty searches, postings, interviews and logistics.
• Oversee budget, procurement, and expense tracking for the department.

Tools

Excel

Qualtrics

Adobe Sign

Workday

Mazevo

PROWL

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 (SFTV), will serve as the primary administrative support for designated SFTV department chairs.

The Senior Administrative Coordinator will hold a critical role in enhancing operational efficiency while providing comprehensive administrative support for academic departments. This role will be responsible for maintaining in-depth knowledge of university policies, procedures, and internal practices.

Position Specific 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 shared email inbox to assist faculty from all programs.
• Assist faculty with submitting materials and requests across university-approved platforms including but not limited 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 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.

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 communications channels; create invitations and manage RSVPs.

Budget & Expense Processing

• In cooperation with the Chair/Director, manage 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 com