Senior Administrative Coordinator, SOE

Senior Administrative Coordinator

The Senior Administrative Coordinator (SAC) supports the department Chair, Academic Program Directors (APDs), and faculty in all day-to-day department business and operations functions. Areas of responsibility include, but are not limited to, recruitment, admissions, orientations, onboarding, culminations, faculty and staff professional development, advisory boards, retreats, alumni engagement, guest speakers, commencement, and other special events. The incumbent is expected to continuously update skills and knowledge necessary for the execution of the position.

Position Specific Responsibilities/Accountabilities

Department Operations

• Manage department-wide calendars.
• Support Chairs and APDs with scheduling.
• Serve as initial contact for department and programs related inquiries from partners, prospective students, candidates, administrators, faculty, and staff.
• Coordinate and serve as a resource for meetings and special events, virtual and in-person, including logistics, catering, budgets, communication, agendas, and minutes.
• Maintain and update department contact lists, directories, student rosters, and email accounts.
• Recruit, schedule, and supervise work-study Graduate Assistants.
• Manage and process student employment paperwork and act as primary liaison with Student Employment Services (SES).
• Coordinate faculty and staff recruitment and search process and protocols, adhering to university policies. Collaborate with SOE and University units to on-board department faculty and staff.

Office Management

• Maintain an organized and professional office environment, including classrooms and conference rooms, supply room, kitchen, and student study areas.
• Order and maintain office, classroom, pantry, and instructional materials and supplies.
• Provide immediate support for issues, classroom and conference room technology systems. Report service needs to appropriate campus agency and serve as liaison with ITS, Facilities, Campus Business Services, and Classroom Management, among others.
• Collaborate with SOE Resource Manager to implement facilities, technology, and HR initiatives.

Budget and Financial Management

• Reconcile department operations budgets and provide reports, as required.
• Process P-card expenses, purchase requisitions, and assist with travel arrangements, as needed.
• Execute departmental purchases and invoicing, ensuring adherence to budget allocations and university guidelines and policies.
• Assist with student scholarship and financial aid awarding, as required.
• Process vendor, speaker, consulting, and contactor agreements and invoicing.

Program Support

• Assist and coordinate activities and processes associated with student clinical experience and program assessments, including mentor (fieldwork supervisor) orientation sessions and trainings, payments, and information dissemination.
• Support scheduling and implementation processes of comprehensive exams, capstones, thesis, and other culminating activities.
• Coordinate special projects for the department, affiliated programs, and School of Education as assigned.

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.

Requisite 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 four years of progressively responsible administrative support experience; preferably in a higher education environment.
• Strong written and oral communication skills.
• Ability to maintain confidentiality, as needed.
• Ability to work independently while collaborating within a team 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.

Salary range $25.87 - $32.31 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.

Loyola Marymount University