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

1. Provide a variety of administrative duties including, prepare confidential memos and emails; setup and maintain filing systems; duplicate and distribute documents; coordinate and submit supply and equipment orders, submit facilities and ITS work orders.

2. Provide support for all Provost office related events and retreats, including full preparation and day of event.

3.  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.

4. Under the supervision of an Academic Affairs Associate, manage the application, student submission, awards and event process for two of the University Honors Societies.

5. Part of the support team for New Faculty Orientation headed up by the Associate Provost for Faculty Excellence and Mission Integration.

6. 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.

7. Provide support with workday and accounting processes: invoices, supplier requests, reimbursements, expense reports, one-time payments, work orders, etc.

8. Assist with special projects, such as office upgrades/renovations, decor design, repairs, etc.

9. 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; Bachelor’s Degree preferred. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes and technology advancements.

• Minimum 2 years administrative support experience in progressively responsible positions.

• Demonstrated experience in handling of highly sensitive information; management of multiple conflicting priorities; ensuring completion of a variety of task with multiple deadlines; facilitation of communication between numerous parties.

• Demonstrated computer competency and knowledge of Microsoft Office Professional systems (Word, Excel, and Power Point) 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.

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.

#HERC# #HEJ#

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.

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 www.lmu.edu 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 [email protected] or by phone at (310) 338-2723. 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.