Senior Administrative Coordinator, SFTV Deans Office

Senior Administrative Coordinator

Reporting to the Executive Assistant to the Dean, the Senior Administrative Coordinator will hold a key role in providing comprehensive administrative support for the Office of the Dean primarily focused on keys areas including event coordination and on-site support, social media marketing, internal/external communications, and daily operations.

The Senior Administrative Coordinator will work closely with the Executive Assistant to the Dean to create and maintain a professional, welcoming office environment that promotes efficiency and collaboration between the Dean's Office, SFTV stakeholders, other campus groups, and external partners. This role will interface with individuals across all levels of the institution, demonstrating sound judgment and the ability to work effectively in an environment that requires a high degree of confidentiality and discretion.

Position Specific Accountabilities

Office Operations & Administrative Support

• 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.
• In the absence of the Executive Assistant, serve as the primary support for the Dean and manage the operational efficiency of the Office of the Dean.
• Monitor and respond to inquiries within centralized email inbox in a timely manner.
• Independently process, research, and route routine requests; discern appropriate escalation and/or involvement of additional parties.
• Monitor office supplies and pantry inventory; coordinate reordering as needed.
• Purchase, maintain, and track Dean's Office swag and specialty item inventory; maintain 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; collaborating 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 and/or direct 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/or 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 annual tracker.
• Coordinate with LMU Marketing & Communications on newsletters and outreach initiatives.

Meetings and Event Support

• In collaboration with the Executive Assistant provide meeting support for the Dean for in-person and virtual meetings as needed.
• Arrange and coordinate various needs including but not limited to: campus room/space reservations, custodial services, catering, hospitality, parking, transportation, travel, and/or 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 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 on-site event support and in-person office support.
• Create and maintain SFTV Office of the Dean student-worker handbook.
• Perform other duties as assigned or requested.

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 high school diploma or equivalent experience. A bachelor's degree is desirable. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes.
• Minimum of 4 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 a preferred.
• Experience with Canva or Adobe Creative Cloud is preferred.

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.