Senior Administrative Coordinator

Loyola Marymount University•Westchester, FL

1d•Onsite

About The Position

Under direct supervision, this position provides comprehensive administrative and operational support to the Rector of LMU Jesuit Community and coordinates the day-to-day activities and needs of the Jesuit Community. The position serves as a key liaison with University and external stakeholders and is responsible for coordinating communications, meetings, events, administrative systems, and operational services to support the effective functioning of the Rector's Office and Jesuit Community.

Requirements

Typically a Bachelor's Degree in Communications or related field or equivalent experience.
Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes.
Minimum 4 years administrative experience in progressively responsible positions.
Demonstrated knowledge in the areas of: high level corporate communications, administrative operations and processes, and client service.
Exemplary communication skills (both written and oral) evidenced by background in preparing corporate communications and executive summaries.
Highly developed organizational and time-management skills, with the ability to multi-task and prioritize projects.
Proactive self-starter with strong attention to detail.
Ability to work independently and as part of a team.
Ability to exercise discretion and confidentiality.
Demonstrated computer competency and preferably knowledgeable of Microsoft Office Suite.

Responsibilities

Provide comprehensive, senior-level administrative support to the Rector to facilitate the effective management of priorities, communications, meetings, and other responsibilities.
Manage and coordinate the Rector's calendar, appointments, meetings, annual conversations, and other scheduling requirements.
Prepare the Rector for meetings, events, and other commitments by coordinating materials, information, logistics, and follow-up activities.
Manage and coordinate communications and correspondence on behalf of the Rector, including communications with University leadership, Board organizations, and internal and external stakeholders.
Manage the flow of information to and from the Rector's Office, exercising sound judgment, discretion, and appropriate confidentiality.
Maintain administrative records, files, forms, calendars, and other systems necessary to support the efficient operation of the Rector's Office.
Prepare and process expense reports and provide other administrative and financial support as needed.
Coordinate special projects and initiatives on behalf of the Rector, including research, communications, meeting support, and follow-up activities.
Represent the Rector's Office in interactions with University departments, external organizations, committees, and other stakeholders, as appropriate.
Coordinate the day-to-day administrative and operational needs of the Jesuit Community and support the effective functioning of community facilities, services, resources, and activities.
Serve as a primary administrative resource and point of contact for Jesuit Community members and coordinate administrative activities with the Jesuit Minister and other designated representatives.
Coordinate facilities, maintenance, room repairs, cleaning, and other operational requests with University service departments, maintenance personnel, and external vendors.
Coordinate the operational needs of Jesuit residences, guest rooms, community spaces, and shared resources.
Manage and coordinate facilities work orders and track requests through completion.
Coordinate onboarding and transition activities for incoming Jesuit community members, including access to University systems, accounts, identification cards, parking, recreation facilities, technology, and other University resources.
Maintain and coordinate community calendars, directories, contact lists, room reservations, shared resources, and other administrative systems.
Coordinate mail, parking, office services, supplies, copier maintenance, telephone support, and other routine administrative and operational services.
Coordinate support for individual community members with administrative matters and University processes, as appropriate.
Create, maintain, and update forms, records, directories, and other resources necessary to support community operations.
Supervise and coordinate the work of student employees, including scheduling, work assignments, and timesheet administration.
Coordinate meetings, events, liturgical activities, communications, and stakeholder interactions involving the Rector's Office and Jesuit Community.
Coordinate the planning and logistical arrangements for meetings, community events, University events, and activities involving internal and external partners.
Schedule and coordinate meeting and event locations, equipment, hospitality, facilities support, and other logistical requirements.
Develop and maintain seasonal and annual calendars, including Jesuit Community, liturgical, presider, and other event-related schedules.
Coordinate Mass requests, presider schedules, reminders, and related communications with Campus Ministry and other University partners.
Prepare, collect, organize, and distribute information and materials needed for meetings, events, community activities, and special programs.
Coordinate communications with guests, visitors, students, faculty, community members, and other stakeholders regarding meetings, events, access, parking, directions, and other logistical needs.
Support community communications and engagement activities, including notices, greetings, announcements, directories, and other communications.
Greet and assist guests, students, faculty, and other visitors and serve as an administrative point of contact for the Rector's Office and Jesuit Community.
Participate in committees and represent the Rector's Office or Jesuit Community with University and external organizations, as assigned.
Provide administrative and logistical support for special events, initiatives, and collaborative activities involving external partners and University departments.
Perform other related duties and special projects as assigned in support of the mission, priorities, and operational needs of the Rector's Office and Jesuit Community.