Senior Administrative Coordinator, International Programs and Partnerships

Loyola Marymount University•Westchester, IL

3d•$26 - $32

About The Position

Directly reporting to the Director of Operations for International Programs and Partnerships (IPP) this position supports the office operations of the areas within IPP, including Study Abroad, as well as direct support for activities and priorities of the Vice Provost for Academic Programs and Senior International Officer. The position focuses on administrative coordination, financial processing, project and data management, event and delegation logistics, and office operations. The Senior Administrative Coordinator plays a key role in ensuring efficient workflows, accurate financial processing, and strong administrative infrastructure for IPP’s core functional areas. Position Specific Responsibilities/Accountabilities Provide comprehensive administrative support for the functional areas in IPP including organizing meetings, maintaining calendars, coordinating schedules, handling correspondence, and processing reports. Support longer-term initiatives and priorities with strong attention to project management, timelines, and follow-through. Serve as a liaison with faculty, staff, academic units, and central administrative offices as needed. Provide administrative and logistical support for partnership-related initiatives, including activities in direct support of the Vice Provost for Academic Programs and Senior International Officer. Assist with coordination of partnership meetings, documentation, communications, and related materials. Oversee and support event planning logistics for Study Abroad and IPP including international delegations and high-priority meetings. Responsibilities include space reservations, catering, vendor coordination, materials preparation, attendance tracking, and day-of logistics. Assist with promotion and communications support (e.g., printed materials, basic design coordination, website content updates, and social media support as appropriate). Support financial and budget-related tasks in Workday and in coordination with Student Financial Services, particularly for Study Abroad and partnership activities. Process invoices, expense reports, reimbursements, and related forms; prepare memos and documentation; monitor, review, and reconcile expenses against approved budgets; and assist with account transfers or adjustments as appropriate. Provide administrative coordination to ensure efficient office operations, including document management, secure handling of sensitive information, electronic and paper filing systems, maintenance of office supplies and equipment, maintenance of website content, and general administrative and clerical support. Support HR-related administrative processes, including onboarding of new staff. Maintain onboarding checklists and shared resources for new and current staff. Provide basic coordination or referrals for staff technology needs as appropriate and manage and maintain IPP assets. 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 Bachelor’s degree or equivalent in related administrative experience. Incumbent will be expected to continue upgrading knowledge, skills and abilities, and stay informed of global education training, trends, and best practices.
Experience performing a variety of administrative duties to support an office, department, school/college, academic program, or unit, ideally related to international education.
Excellent verbal, written, and interpersonal communication skills to communicate effectively and professionally with different constituencies including institutional partners, faculty, staff, senior administrators, students and their parents/families.
Advanced proficiency in Microsoft Office suite including Word, Excel, PowerPoint.
Ability to use initiative, independent judgment, tact, and diplomacy.
Ability to organize and prioritize multiple complex tasks and projects both independently and collaboratively in a fast-paced environment, including excellent follow-up and attention to detail.

Nice To Haves

Experience with presentations and marketing is preferred.
Familiarity with campus software platforms and data management systems and practices, including relational databases is preferred.

Responsibilities

Provide comprehensive administrative support for the functional areas in IPP including organizing meetings, maintaining calendars, coordinating schedules, handling correspondence, and processing reports.
Support longer-term initiatives and priorities with strong attention to project management, timelines, and follow-through.
Serve as a liaison with faculty, staff, academic units, and central administrative offices as needed.
Provide administrative and logistical support for partnership-related initiatives, including activities in direct support of the Vice Provost for Academic Programs and Senior International Officer.
Assist with coordination of partnership meetings, documentation, communications, and related materials.
Oversee and support event planning logistics for Study Abroad and IPP including international delegations and high-priority meetings. Responsibilities include space reservations, catering, vendor coordination, materials preparation, attendance tracking, and day-of logistics.
Assist with promotion and communications support (e.g., printed materials, basic design coordination, website content updates, and social media support as appropriate).
Support financial and budget-related tasks in Workday and in coordination with Student Financial Services, particularly for Study Abroad and partnership activities.
Process invoices, expense reports, reimbursements, and related forms; prepare memos and documentation; monitor, review, and reconcile expenses against approved budgets; and assist with account transfers or adjustments as appropriate.
Provide administrative coordination to ensure efficient office operations, including document management, secure handling of sensitive information, electronic and paper filing systems, maintenance of office supplies and equipment, maintenance of website content, and general administrative and clerical support.
Support HR-related administrative processes, including onboarding of new staff.
Maintain onboarding checklists and shared resources for new and current staff.
Provide basic coordination or referrals for staff technology needs as appropriate and manage and maintain IPP assets.
Perform other duties as assigned or requested.