Administrative Coordinator for Academic Affairs/Provost Office

Under general supervision, create and maintain a professional office environment that will promote efficiency and support the daily operations of the Academic Affairs Office. Provide support to the Provost Office team. Position Specific Responsibilities/Accountabilities Provide a variety of administrative duties including preparing confidential memos and emails; setting up and maintaining filing systems; duplicating and distributing documents; coordinating and submitting supply and equipment orders; submitting facilities and ITS work orders. Provide support for all Provost office related events and retreats, including full preparation and day‑of event. Assist the Office Manager with processing hiring paperwork and onboarding for student workers and coordinate student work schedules. Train students on administrative functions including time keeping, phone etiquette, office duties, etc. Provide office coverage when students are not available. Under the supervision of an Academic Affairs Associate, manage the application, student submission, awards and event process for two of the University Honors Societies. Provide part of the support team for New Faculty Orientation headed up by the Associate Provost for Faculty Excellence and Mission Integration. When needed, organize meetings, order meeting lunches, reserve meeting locations, prepare and distribute agendas and related meeting materials. Ensure appropriate set‑up and provide technical support for meetings and training sessions. Coordinate with Operations and Maintenance to ensure a clean and comfortable working environment. Provide support with Workday and accounting processes: invoices, supplier requests, reimbursements, expense reports, one‑time payments, work orders, etc. Assist with special projects, such as office upgrades/renovations, decor design, repairs, etc. 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. Requisite Qualifications Typical high school diploma or equivalent experience; Bachelor’s Degree preferred. Minimum 2 years administrative support experience in progressively responsible positions. Demonstrated experience in handling highly sensitive information; managing multiple conflicting priorities; ensuring completion of a variety of tasks with multiple deadlines; facilitating communication between numerous parties. Demonstrated computer competency and knowledge of Microsoft Office Professional systems (Word, Excel, and PowerPoint) and Concur Accounts Payable system. Demonstrated excellent communication skills (both written and oral) and interpersonal skills. Ability to focus on details, multi‑task, organize and maintain high level of accuracy and efficiency. Continuously upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes and technology advancements. Salary and Benefits Staff Regular Salary range $23.51 - $29.38. Salary commensurate with education and experience. Please note that this position may not be eligible for visa sponsorship now or in the future. Equal Employment Opportunity Statement Loyola Marymount University is an equal employment opportunity employer and prohibits unlawful discrimination on the basis of race, religious creed (including religious dress and grooming practices), color, national origin (including language and language use restrictions), ancestry, disability (mental and physical) including HIV and AIDS, legally protected medical condition (cancer‑related or genetic characteristics), denial of Family and Medical Care Leave, marital status, sex (including pregnancy, childbirth, breastfeeding or related medical condition), gender, gender identity, gender expression, age 40 or over, military or veteran status, sexual orientation, genetic information or any other bases protected by federal (including but not limited to Title VI and Title VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990), 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 View email address on click.appcast.io or View phone number on click.appcast.io. To learn more about Federal & State Employment Notices, click here. #J-18808-Ljbffr