Senior Administrative Coordinator, Engagement and Volunteer Management

Loyola Marymount University • New York, NY

37d • $26 - $32

About The Position

Provide administrative assistance to the Vice President of Engagement and the Director of Volunteer Management. Create and maintain a professional office environment that will promote efficiency and support the daily operations, intermediate and long-range goals of the department, in conjunction with the goals of the goals of the University. LMU believes that diversity and excellence go hand-in-hand, therefore we seek to hire individuals who have a significant potential for cultural contribution in the workplace and a commitment to working effectively with colleagues and donors from diverse backgrounds. For full consideration, please upload a cover letter and resume in the attachments section.

Requirements

• Typically a Bachelor’s Degree or equivalent. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes.
• Minimum 4 years administrative support experience in progressively responsible positions and preferably in a fund-raising or higher education environment.
• Demonstrated knowledge in the areas of: standard office practices and procedures; strong computer skills including spreadsheets and word processing; professional telephone etiquette; office equipment usage; correct English grammar, spelling and proofreading; basic knowledge of budget management.
• Knowledge of, and competence with, web-based and application-based work.
• Exemplary communication skills, both written and oral.
• Highly developed organizational and people skills.
• Demonstrated computer competency and strong working knowledgeable of Word, Excel, PowerPoint and Outlook.
• Ability to learn new systems.

Nice To Haves

• Knowledge of the database and CRM systems are preferred.
• Experience with Smartsheet, Workday and graphic design are a plus.

Responsibilities

• Support the Vice President of Engagement and the Director of Volunteer Management in daily activities and achieving goals by answering and responding to telephone and e-mail communications, sorting and following up on mail, creating and maintaining a filing system, coordinating requests for updates to database, preparing meeting notes, creating functional templates and spreadsheets, coordinating travel plans, and interfacing with the offices of the top administrators at the university. (30%)
• Assist in the organization and implementation of a variety of board and committee meetings and events. Create and maintain detailed and sometimes complex documents and spreadsheets related to the organization, activities, and work of these leadership boards. Attend select meetings and events to greet volunteers, coordinate guest speakers, provide technical support and take meeting notes. Prepare meeting packets, new member packets, setup for meetings, process correspondence, and provide other support related to the smooth operation of matters related to the various boards and councils. (25%)
• Utilizing the University’s content management system, serve as content provider and perform regular updates to facilitate the smooth operation of activities. This includes copy editing, writing, creating forms and researching content that expresses the strategic objective of the site. Send reminders and interface with committee members and staff liaisons to secure and publish content related to the committees they staff. (15%)
• Assist in the organization and implementation of committee meetings. Track registration and attendance, work with on campus catering and facilities contacts to produce a successful meeting. Attend select meetings to greet committee members, coordinate arrival of guest speakers, provide technical support and take meeting notes. (15%)
• Manage the Volunteer Management budget. Process invoices, prepare requisition forms, keep an up-to-date spreadsheet, process P-Card paperwork and reconcile the budget for activities of the Vice President of Engagement and the Director of Volunteer Management. Track supplies and equipment needed. (10%)
• Perform other duties as assigned or requested. (5%)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 1,001-5,000 employees