Administrative Coordinator

Loyola Marymount University•Lewisboro, NY

5d•$24 - $29

About The Position

Oversees and maintains office operations (i.e. manages databases, accounts payable and receivable, student workers supervision, purchases office supplies,). Performs secretarial duties in regard to answers phones, respond to extension’s emails, handle registrations, and enrollments. Position Specific Responsibilities: Process the intake, enrollment, invoicing, payment-plans and follow-up on registrations for Extension in-house programs. Assists on tuition refunds or grade changes. Perform accurate and helpful customer service for prospective and current students contacting the department. Trains student workers and supervises their assistance with these same tasks. Accounts Receivable: handles all incoming revenue to the department using Xenegrade and Worday. Receive incoming credit card payments. Ensures that Xenegrade and Banner reports are correct for billing of student accounts, including monthly and year-end reports. Accounts Payable: maintain accurate records and prepare invoices and requests for payment.Trains student workers and supervises their assistance with these same tasks. Submit all necessary journal entries for the department including end of term, and end of year accruals and deferrals of income and expenses. inter-departmental, and intra-departmental transfer of funds. Manage operations of LMU Extension student records for LMU Extension Third Party Course Providers (Advancement). Insure receipt and entering of grades by due date. Trains student workers and supervises their assistance with these same tasks. Recruit, train and supervise work-study students and graduate assistants as needed. Maintain and purchase inventory of all office supplies. Manage staff requests for equipment and plant maintenance. Perform other duties as deemed necessary by the Senior Director of the Department. Loyola Marymount University Expectations Exhibit behavior that supports the mission, vision, and values of LMU. Communicate and employ interpersonal actions that models high standards of professional, responsible, accountable, and ethical conduct. Demonstrate a commitment to outstanding customer service.

Requirements

Typically 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.
Minimum of two years’ administrative support experience; preferably in an academic environment.
Familiarity with college/university courses, numbering system, campus units.
Demonstrated communication skills both written and oral.
Alpha-numeric office filing systems; arithmetic and algebra sufficient to design statistical reports and accounting.
Ability to input and retrieve computer data rapidly and accurately; organize large volume of hard copy records; train, motivate and supervise students; set goals and appropriately prioritize tasks; write clearly and gracefully.
Keyboard input with speed and accuracy, including numeric cluster.
Ability to balance different tasks and components with grace, good humor, and competence.
Providing accurate record-keeping as well as timely and professional responses to inquiries from both on and off campus and anticipating consequences of administrators’ decisions are skills essential to the efficient handling of the position.
The work load is large, complicated, and never ending, requiring patience, imagination, humor, and a positive attitude.
Demonstrated computer competency and proficiency in Microsoft Office Suite (Excel, Word, and PowerPoint).

Responsibilities

Oversees and maintains office operations (i.e. manages databases, accounts payable and receivable, student workers supervision, purchases office supplies,)
Performs secretarial duties in regard to answers phones, respond to extension’s emails, handle registrations, and enrollments.
Process the intake, enrollment, invoicing, payment-plans and follow-up on registrations for Extension in-house programs.
Assists on tuition refunds or grade changes.
Perform accurate and helpful customer service for prospective and current students contacting the department.
Trains student workers and supervises their assistance with these same tasks.
Accounts Receivable: handles all incoming revenue to the department using Xenegrade and Worday.
Receive incoming credit card payments.
Ensures that Xenegrade and Banner reports are correct for billing of student accounts, including monthly and year-end reports.
Accounts Payable: maintain accurate records and prepare invoices and requests for payment.
Trains student workers and supervises their assistance with these same tasks.
Submit all necessary journal entries for the department including end of term, and end of year accruals and deferrals of income and expenses. inter-departmental, and intra-departmental transfer of funds.
Manage operations of LMU Extension student records for LMU Extension Third Party Course Providers (Advancement).
Insure receipt and entering of grades by due date.
Trains student workers and supervises their assistance with these same tasks.
Recruit, train and supervise work-study students and graduate assistants as needed.
Maintain and purchase inventory of all office supplies.
Manage staff requests for equipment and plant maintenance.
Perform other duties as deemed necessary by the Senior Director of the Department.
Exhibit behavior that supports the mission, vision, and values of LMU.
Communicate and employ interpersonal actions that models high standards of professional, responsible, accountable, and ethical conduct.
Demonstrate a commitment to outstanding customer service.