Senior Administrative Coordinator

Loyola Marymount University•Westchester, IL

1d•$26 - $32

About The Position

This position within the Division of Mission will provide administrative support to both the Office of Mission Engagement and the Center for Ignatian Spirituality. The role assists two distinct but collaborative units in advancing their respective programs and communications, primarily serving faculty and staff. Reporting relationships are defined by the divisional structure of the university. Position Specific Responsibilities/Accountabilities Provide staff support to the Executive Director for Mission Engagement and the Director of the Center for Ignatian Spirituality in support of their respective programs and initiatives, including planning and scheduling appointments and updating, organizing, and maintaining their calendars. Provide a welcoming and responsive office unit for administrators, faculty, staff, and visitors. Maintain decorum and confidentiality when working with university and outside constituents. Serve as a liaison between the Office of Mission Engagement, the Center for Ignatian Spirituality and campus partners. Review and edit written messages and documents composed by the Executive Director and the Director; compose appropriate announcements for internal and external distribution. Manage and produce written and visual content for communications of the Office of Mission Engagement and the Center for Ignatian Spirituality, which may include email, web, social media, and print. Maintain and update distribution lists and records. Arrange production and campus distribution of print materials. Maintain and provide accurate budget documentation and reporting for the Office of Mission Engagement and the Center for Ignatian Spirituality. Make purchases, pay invoices and authorize reimbursements and payments. Monitor and reconcile expenses via Workday. Produce reports and spreadsheets as needed. Coordinate events and meetings for both units, including but not limited to scheduling meetings, reserving locations, coordinating with Conference & Event Services and ITS, ordering meals, and providing on-site support. Assist in planning and staffing university events sponsored by the Office of Mission Engagement or the Center for Ignatian Spirituality, including retreats and workshops. Provide staff support at presentations by the Executive Director and Director and for other programs sponsored by their offices. Perform deliveries around campus, as needed. Take notes and draft minutes for selected committee meetings. Perform other duties as assigned or requested. Loyola Marymount University Expectations Exhibit behavior that supports the mission, vision, and values of the university, including LMU’s commitment to diversity. 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 experience. Incumbent will be expected to continue upgrading knowledge, skills, and abilities as needed to keep abreast of regulation/policy changes.
Minimum 4 years of administrative support experience, preferably in an academic environment.
Ability to perform complex administrative work independently and efficiently; manage multiple conflicting priorities; compose clear, comprehensive reports and keep accurate records; maintain professionalism, confidentiality and timeliness in oral and written communication.
Demonstrated excellence in communication skills, both written and oral.
Demonstrated computer competency, e.g., use of content-management system for university websites; familiarity with Microsoft Office (Word, Excel, Power Point, Publisher, Outlook, Teams); familiarity with social media platforms; familiarity with basic graphic design platforms (e.g. Photoshop, Adobe Express, Canva).
Ability to learn new computer applications under the provision of employer-provided training.

Nice To Haves

Familiarity with Jesuit, Catholic higher education is preferred.
Experience of Ignatian Spiritual Exercises highly desirable.

Responsibilities

Provide staff support to the Executive Director for Mission Engagement and the Director of the Center for Ignatian Spirituality in support of their respective programs and initiatives, including planning and scheduling appointments and updating, organizing, and maintaining their calendars.
Provide a welcoming and responsive office unit for administrators, faculty, staff, and visitors.
Maintain decorum and confidentiality when working with university and outside constituents.
Serve as a liaison between the Office of Mission Engagement, the Center for Ignatian Spirituality and campus partners.
Review and edit written messages and documents composed by the Executive Director and the Director; compose appropriate announcements for internal and external distribution.
Manage and produce written and visual content for communications of the Office of Mission Engagement and the Center for Ignatian Spirituality, which may include email, web, social media, and print.
Maintain and update distribution lists and records.
Arrange production and campus distribution of print materials.
Maintain and provide accurate budget documentation and reporting for the Office of Mission Engagement and the Center for Ignatian Spirituality.
Make purchases, pay invoices and authorize reimbursements and payments.
Monitor and reconcile expenses via Workday.
Produce reports and spreadsheets as needed.
Coordinate events and meetings for both units, including but not limited to scheduling meetings, reserving locations, coordinating with Conference & Event Services and ITS, ordering meals, and providing on-site support.
Assist in planning and staffing university events sponsored by the Office of Mission Engagement or the Center for Ignatian Spirituality, including retreats and workshops.
Provide staff support at presentations by the Executive Director and Director and for other programs sponsored by their offices.
Perform deliveries around campus, as needed.
Take notes and draft minutes for selected committee meetings.
Perform other duties as assigned or requested.