Senior Administrative Coordinator

Loyola Marymount University•Westchester, IL

1d•$27 - $33

About The Position

Under the supervision of the Program Operations Manager, Directors, and Center for Equity for English Learners (CEEL) staff, the Senior Administrative Coordinator uses advanced problem-solving and independent decision-making skills to manage CEEL’s daily operations and staff the Center. The position provides support and advisement, resolves complex issues, coordinates professional development, events, and workshops, reviews and revises CEEL policies and procedures, and supports the reconciliation of expenses, budgets, and transactions related to contracts and grants. The Coordinator serves as a main point of contact for internal and external partners and supports the CEEL Executive Director, Directors, and other staff. The position is responsible for organizing, coordinating, and maintaining CEEL operations and procedures to support organizational efficacy. Duties include office and calendar management; coordinating professional development programs and events; maintaining communications, outreach materials, databases, and files; supporting impact assessment and continuous improvement; and coordinating fiscal and business processes across university departments. The role also performs other related duties as assigned or requested. This is a fixed-term staff position at Loyola Marymount University. The salary range is $26.54–$33.12, with salary commensurate with education and experience. The position may not be eligible for visa sponsorship now or in the future.

Requirements

Typically, a bachelor’s degree or equivalent experience.
At least four years of administrative support experience; academic-environment experience is preferred.
Ability to multitask, answer phone calls cordially, and provide customer service assistance with little or no supervision.
Ability to proofread and compose routine correspondence and reports, work under constant deadlines, and maintain attention to detail.
Ability to manage multiple conflicting priorities with converging deadlines.
Demonstrated technological competency and proficiency in Microsoft Office Suite, including Excel, Word, and PowerPoint, and other platforms such as Zoom and learning management systems.
Demonstrated written and oral communication skills.
Willingness to continue upgrading knowledge, skills, and abilities to keep abreast of regulation and policy changes, particularly in teacher education in higher education.
Ability to frequently sit, talk, hear, use hands and fingers to handle, feel, or operate objects, tools, or controls, and reach with hands and arms.
Ability to occasionally walk and lift or move objects weighing up to 25 pounds.
Ability to see closely and adjust focus for computer use and distance visibility.

Nice To Haves

Administrative support experience in an academic environment.

Responsibilities

Organize, coordinate, and maintain CEEL operations and procedures.
Serve as a liaison and frontline contact for the Executive Director, Directors, Center staff, faculty, partners, administrators, personnel, speakers, and guests; coordinate related documents and packets.
Provide oversight and leadership for project deadlines, problem-solving, and assignment follow-up.
Maintain CEEL and staff calendars, coordinate with School of Education staff, troubleshoot scheduling conflicts, and provide accurate, timely information.
Provide guidance on commonly used office software and university systems, including email, word processing, Brightspace, Zoom, Terminal4, and Wufoo.
Troubleshoot instructional technology and office equipment, including copiers, fax machines, scanners, and printers.
Design, coordinate, and manage tasks and assignments to support the quality and delivery of CEEL projects.
Oversee, support, facilitate, and coordinate professional development programs, meetings, special events, and orientations, including logistics, parking, catering, locations, technology, communications, agendas, minutes, and distribution of information.
Support professional development recruitment and respond to program inquiries.
Coordinate professional development schedules, certificate dates, and program flyers; submit materials to project leads for approval or collaboration.
Coordinate registration, completion, and tracking processes, and arrange technical support for instructors and participants.
Research, develop, revise, and publish or distribute Center information and data on the official website, EMMA, and designated social media applications.
Develop, maintain, and facilitate internal and external communications.
Maintain and update database contact lists, directories, mailboxes, and the organization of website, media, and outreach files.
Support data gathering and reporting for organizational impact and continuous improvement.
Support annual analysis reports assessing program impact and sustainability and identifying areas for improvement.
Coordinate across LMU departments and CEEL faculty and staff to support timely fiscal reporting and ongoing operations.
Monitor and coordinate personnel purchases using business credit cards or reimbursement, including travel arrangements and paperwork for conference attendance.
Prepare expenditure reconciliation reports, invoices for services, and other reports as requested.
Perform other related duties as assigned or requested.