Senior Administrative Coordinator, Psychological Science Department

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.