Administrative Coordinator for Academic Affairs/Provost Office

Loyola Marymount University • New York, NY

3d • $24 - $29

About The Position

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, 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 edicate, 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 Affairs and Professional Development. 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, etc. 8. Assist with special projects, such as office upgrades/renovations, 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 and maintain high level of accuracy. 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.

Requirements

• 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 and maintain high level of accuracy.

Responsibilities

• 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.
• Provide support for all Provost office related events, 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 edicate, 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.
• Part of the support team for New Faculty Orientation headed up by the Associate Provost for Faculty Affairs and Professional Development.
• 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, etc.
• Assist with special projects, such as office upgrades/renovations, repairs, etc.
• Perform other duties as assigned or requested.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees