Senior Administrative Coordinator

The Senior Administrative Coordinator helps keep the Department organized and ensures that day-to-day operations run smoothly. The Senior Administrative Coordinator works with the Department Chair, Department faculty and students, BCLA Administrators, and other Senior Administrative Coordinators to facilitate the administrative work of the Department. Position Specific Accountabilities In collaboration with the Chair, manage the Department operating budget and other Department funds. Collaborate with Chair regarding decisions of budget allocation and spending and determining feasibility of purchases and programming. (Supervision of the Department budget remains the responsibility of the Chair.) Track, monitor, and maintain files relating to Department expenses, including usage of work study hours. Submit necessary paperwork for purchases related to Department operations as well as other expenses (e.g., reimbursements, honorariums, reclassifications). Maintain up-to-date knowledge of University fiscal policies and procedures and interpret and apply fiscal policies to ensure Department compliance. Assist faculty with expense-related functions in Workday. Manage all resources and operations necessary to the daily functioning of the Department. Anticipate, identify, and resolve problems that affect the efficient flow of work within the Department. Manage and maintain conference and communal spaces within the Department, including maintaining and organizing supplies for the mail/copy room and kitchen. Assess and manage common equipment, office materials, office space, and other resources (e.g., telephones, RMP lines, ITS PSYC Village work-station computers) and assess and address needs of the Department. Serve as primary liaison between the Department and all on- and off-campus offices, departments, and vendors. Serve as primary point of contact for visitors to the Department, including students and off-campus guests. Answer general questions and refer visitors to appropriate faculty or resources as necessary. Collaborate with Chair, faculty, and students to manage and oversee event coordination and Department meetings. Coordinate and/or advise on coordination of Department events, which can include scheduling event days/times, creating and monitoring budgets, purchasing necessary items (e.g., food and drink, supplies for activities) for events, and creating marketing and publicity efforts (e.g., via email, flier, web posting). Manage, set-up, and arrange all items for event production; may include technology, seating, refreshments and awards. Serve as designated contact for guests and speakers, arranging and providing hospitality and on-site support. Serve as notetaker for Department meetings. Coordinate Department communications. Maintain the Department website including all schedule updates to reflect most recent schedule postings, faculty research lab descriptions, major/minor requirements, and course descriptions. Send weekly email reminders to faculty informing them of Department events and other deadlines/important information. Send monthly e-newsletters to all majors and minors. Manage and supervise work study students to assist in daily Department operations. Coordinate details of hiring process, including creating and posting job descriptions, reviewing resumes, holding interviews, and initiating hiring process in conjunction with Student Employment Services. Oversee all aspects of work study student employment, including training, supervision, evaluation, and timecard management and approval. Track Department work-study usage and update Chair to re-allocate additional funds if necessary. Maintain records for the Department and faculty. Maintain confidential files as necessary, including emergency contact information, birthdays, as well as any other confidential departmental documents. Compile and maintain records regarding syllabi, course descriptions, and final exams according to current University and College policies. Assist Chair with assessment activities, compiling and maintaining records as necessary. Facilitate faculty recruitment/searches and the hiring/promotion process of tenure-line, term, and part-time faculty in cooperation with the Chair. Assist Chair with search process for tenure-track and term faculty positions. Provide administrative support for part-time faculty hiring process and full-time faculty promotion process. Provide support for orientation for new full-time and part-time faculty on departmental resources, policies, and procedures. Participate in shared governance of Bellarmine College of Liberal Arts and the University. Participate in shared governance structures of the Bellarmine College of Liberal Arts as described in College Bylaws. May be called upon to participate in College or University initiatives or committees on an ad hoc basis, as determined in conjunction with Chair and the Dean. Represent the Department within the Bellarmine College of Liberal Arts community and at professional organizations, events or associations. Perform other duties as assigned or requested. Loyola Marymount University Expectations Exhibit behaviors that support the mission, vision, and values of LMU and that demonstrate high standards of professional and ethical conduct. Demonstrate a commitment to outstanding customer service. Requisite Qualifications Typically a Bachelor’s degree or equivalent experience, with the expectation to continue upgrading knowledge, skills, and abilities needed to perform the job responsibilities. Minimum 4 years of varied administrative and clerical experience, preferably in a university setting. Demonstrated knowledge in the areas of: customer service, event planning/ scheduling, office maintenance, copyright laws, “fair use” and other academic policies. Highly developed organizational skills including the ability to multi-task and be flexible Detail-oriented. Exemplary communication skills (both written and oral) Leadership skills and ability to take initiative Demonstrated computer competency; preferably knowledgeable of Microsoft Windows and Office. 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 personnel so classified. #HERC# #HEJ# Staff Regular 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. (Visit for more information.) LMU is committed to providing equal access to employment opportunities and ensuring a comprehensive recruitment and selection process for all applicants. Individuals who require a reasonable accommodation to participate in any stage of the application, interview, or selection process may contact Human Resources at View email address on click.appcast.io or by phone at View phone number on click.appcast.io. Applicants who use relay services or other assistive communication technologies are welcome to utilize those services when contacting Human Resources. When contacting Human Resources, please include the job posting number, title of the position and department for which you are applying. Applicants are not required to disclose the nature of a disability or provide medical information when requesting an accommodation during the recruitment process. LMU will work with applicants in a timely and interactive process to identify and provide reasonable accommodations consistent with applicable federal and state law. Founded in 1911, Loyola Marymount University is a Carnegie classified R2 institution rooted in the Jesuit and Marymount traditions. We are committed to fostering a diverse academic community rich in opportunity for intellectual engagement and real-world experience. We enroll an academically ambitious, multicultural, and socioeconomically diverse student body. We recruit, retain and support a diverse faculty committed to excellence in teaching, research, scholarship and creativity. Our three campuses are rooted in the heart of Los Angeles, a global capital for arts and entertainment, innovation and technology, business and entrepreneurship. LMU is a unique and rewarding place to work. As you consider your employment opportunities with our institution, we encourage you to take the time to learn about the university community and how it distinguishes us from other places of employment. We are proud of the programs, benefits and services we provide our community. We strive to ensure an inclusive environment in all aspects of campus life that fosters a strong sense of trust and mutual respect. EEO 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: