Senior Finance & Administrative Coordinator

Loyola Marymount University; Los Angeles (CA); On-site; USD 37,000 - 46,000; Full time

Job summary

Loyola Marymount University in Los Angeles is seeking an experienced administrative professional to provide a broad range of clerical and office support for the Controller's Office and related departments.

The role involves handling inquiries, organizing meetings and events, managing calendars, arranging travel, maintaining inventories, and supporting accounts payable and NRA tax processes. Strong communication and organizational skills are essential.

Qualifications

• Typically a Bachelor’s Degree or equivalent experience.
• Minimum 4 years of administrative support experience.
• Intermediate knowledge of office machines, word processing, spreadsheet, email, software applications and databases (Word, Excel and PowerPoint).
• Excellent communication and interpersonal skills.
• Detailed oriented.

Responsibilities

• Provide overall general office administrative services and clerical support.
• Establish general office procedures that support the overall departmental needs.
• Answer incoming calls, welcome visitors, and provide information about the departments and programs.
• Support department by distributing mail, composing or producing a variety of business correspondence, reports or related materials, photocopying, filing, copying and mailing.
• Perform administrative duties associated with scheduling and coordinating meetings and events.
• Plan, coordinate, and arrange meetings; schedules and maintains calendars; and makes travel arrangements.
• Attend meetings and records minutes and summarizes for distribution.
• Reserve conference locations.
• Arrange and reserve services with vendors, prepare agendas, gather and organize supporting information, and oversee production and distribution of related meeting and event materials.
• Attend functions to ensure satisfactory outcome when necessary.
• Coordinate catering for events/meetings.
• Work as a member of the Finance Service Delivery support team assisting with answering and routing of questions and development of support materials for various financial workstreams.
• Oversee department equipment and office supply inventories.
• Purchase office supplies as needed to keep an up-to-date inventory.
• Facilitate and track department service requests on office equipment.
• Maintain computer inventories and other departmental equipment.
• Assist with various accounts payable functions including but not limited to, review and approval of AP transactions, supplier requests and changes.
• Assist in Non-Resident Aliens (NRA) Glacier process by sending follow-up emails to NRAs for tax treaty and tax filing requirements.
• Independently responds to and composes correspondence.
• Collaborates with various departments to complete tasks.
• Assists in planning and coordinating events.
• May create and maintain standard spreadsheets and/or databases and prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources; determines format, elements, trends, etc.
• Provide clerical support for the Controller for attendance at local and national organizations, including the Jesuit Finance Officers, NACUBO, WACUBO, WCCI, PACCON and other groups.
• Arrange for repair and/or maintenance of office equipment and maintain inventory of it.
• Maintain physical office environment; act as liaison with both on and off campus office equipment maintenance vendors, sales and repair representatives.
• Distribute Accounts Payable checks that are held for pick up.
• Follow up on checks not picked up.
• Oversee front desk student employees.
• Perform other duties as assigned.

Skills

Communication skills

Interpersonal skills

Detail oriented

Office software (Word/Excel/PowerPoint

Education

Bachelor’s degree or equivalent experience

Tools

Word

Excel

PowerPoint

Job description

Loyola Marymount University in Los Angeles is seeking an experienced administrative professional to provide a broad range of clerical and office support for the Controller's Office and related departments.

The role involves handling inquiries, organizing meetings and events, managing calendars, arranging travel, maintaining inventories, and supporting accounts payable and NRA tax processes. Strong communication and organizational skills are essential.