Administrative Coordinator

Loyola Marymount University•New York, NY

27d•$24 - $29

About The Position

Under the direction of the Executive Director for the Center for Equity for English Learners or their designee, the CEEL Administrative Coordinator provides administrative and technological support to all CEEL staff, affiliated faculty/instructors, and external partners to support all Center projects and initiatives. Position Specific Responsibilities/Accountabilities Serve as primary contact for all Center project and initiatives. Coordinate and implement all public relations and recruitment activities. Respond to prospective certificate program, professional development, and partnership participants. Coordinate, schedule, and staff all activities for the CEEL program including, but not limited to Featured Speaker series, OPAL institutes, committee meetings, advisory panels, webinars, program orientations, and special events. Support professional development and certificate course offerings. Create flyers, oversee recruitment efforts, address inquiries, provide registration assistance, troubleshoot issues, schedule instructors, prepare course materials for distribution, coordinate support technology, schedule rooms and order all appropriate materials/catering, process related invoices and budget paperwork. Review and edit content for CEEL website, publications, and written communications to ensure current, relevant, and consistent dissemination of information. Coordinate the maintenance of CEEL mailboxes, electronic accounts, and database contact lists. Support research procedures and processes. Maintain system(s) for tracking, monitoring, and reporting on website analytics, professional development evaluations, certificate program surveys, grant activities, student enrollment, and other CEEL initiatives. Schedule required visitations/observations, prepare and submit invoices related to research and evaluation and oversee related budget items. Assist with CEEL programs and associated grant budgets. Process LMU card documentation and related paperwork, requisitions, travel reimbursements, and stipend requests. Purchase office and other supplies. Track and process consultant invoices and all additional requirements, following established university protocol. Assist in technical aspects of all budgets, including communications between department program(s), Center, interdepartmental procedures, and document compilation and organization. Assist in the preparation of monthly budget reports. Work as CEEL liaison to the Controller, Library, LMU Extension, Registrar, Office of Research and Sponsored Projects, University Relations, Terminal 4, and other internal and external constituencies as needed. Serve as a resource for all personnel, speakers, guests, donors, partners, and university administrators. Staff CEEL Center; work closely with CEEL Program Coordinator and Grant and Budget Specialist to maintain confidential files. Coordinate and oversee projects conducted by graduate assistants, interns and work study students. Supports Ed.D. fellows, research associates. Coordinate internal office activities. Provide guidance and support in troubleshooting office equipment and prepare manuals and/or documents to detail use of office software (e-mail, word processing, Banner, Live Text, etc.) 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.

Requirements

Typically a high school diploma or equivalent.
Minimum two administrative experience, preferably in an academic environment.
Exemplary communication skills (both written and oral) evidenced by background in preparing reports and executive summaries incorporating complex information
Ability to multi-task, plan, organize and execute day-to-day operation; work under deadlines and maintain a detail-oriented approach to each task; ability to prioritize and delegate the flow of work on a daily basis; ability to write and edit, prepare memos and minutes, type reports and other documents efficiently.
Highly developed organizational and customer service skills.
Demonstrated computer competency and proficiency in Microsoft Office (Excel, Word, PowerPoint) and other campus databases.

Nice To Haves

Preferably a bachelor’s degree or equivalent experience.
Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes.

Responsibilities

Serve as primary contact for all Center project and initiatives.
Coordinate and implement all public relations and recruitment activities.
Respond to prospective certificate program, professional development, and partnership participants.
Coordinate, schedule, and staff all activities for the CEEL program including, but not limited to Featured Speaker series, OPAL institutes, committee meetings, advisory panels, webinars, program orientations, and special events.
Support professional development and certificate course offerings.
Create flyers, oversee recruitment efforts, address inquiries, provide registration assistance, troubleshoot issues, schedule instructors, prepare course materials for distribution, coordinate support technology, schedule rooms and order all appropriate materials/catering, process related invoices and budget paperwork.
Review and edit content for CEEL website, publications, and written communications to ensure current, relevant, and consistent dissemination of information.
Coordinate the maintenance of CEEL mailboxes, electronic accounts, and database contact lists.
Support research procedures and processes.
Maintain system(s) for tracking, monitoring, and reporting on website analytics, professional development evaluations, certificate program surveys, grant activities, student enrollment, and other CEEL initiatives.
Schedule required visitations/observations, prepare and submit invoices related to research and evaluation and oversee related budget items.
Assist with CEEL programs and associated grant budgets.
Process LMU card documentation and related paperwork, requisitions, travel reimbursements, and stipend requests.
Purchase office and other supplies.
Track and process consultant invoices and all additional requirements, following established university protocol.
Assist in technical aspects of all budgets, including communications between department program(s), Center, interdepartmental procedures, and document compilation and organization.
Assist in the preparation of monthly budget reports.
Work as CEEL liaison to the Controller, Library, LMU Extension, Registrar, Office of Research and Sponsored Projects, University Relations, Terminal 4, and other internal and external constituencies as needed.
Serve as a resource for all personnel, speakers, guests, donors, partners, and university administrators.
Staff CEEL Center; work closely with CEEL Program Coordinator and Grant and Budget Specialist to maintain confidential files.
Coordinate and oversee projects conducted by graduate assistants, interns and work study students.
Supports Ed.D. fellows, research associates.
Coordinate internal office activities.
Provide guidance and support in troubleshooting office equipment and prepare manuals and/or documents to detail use of office software (e-mail, word processing, Banner, Live Text, etc.)
Perform other duties as assigned or requested.