Senior Administrative Coordinator
About The Position
Under general supervision, this position will create and maintain a professional office environment that will promote efficiency and support the daily operations for all services offered through the Dean’s Suite. Perform a variety of administrative/secretarial duties to support the College of Communication and Fine Arts Dean’s Office. Position Specific Responsibilities/Accountabilities Provide high - level administrative support to the College of Communication and Fine Arts Dean’s Office. Maintain calendars, appointments, and filing systems; duplicate documents; prepare agendas and minutes. Prepare confidential and non-confidential letters, memoranda, e-mail, and other documents. Handle highly sensitive and/or urgent information with diplomacy; maintain surroundings in a clean and professional manner. Schedule appointments, make travel arrangements, maintain calendars, and greet visitors. Assist with the setup of meetings, events, and programs. Coordinate all logistics. Will compile and analyze information for reports or presentations. Answer questions about routine policies. Basic working knowledge of concepts, practices, and procedures to varied situations. Maintain records and databases, and updates them as necessary. Answers phones, routes callers, and takes messages. Assist with bookkeeping to track budgets. May oversee student employees. 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 experience.
- Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes, in particular in higher education.
- Minimum of 4 years administrative/secretarial experience; preferably in an academic environment in progressively responsible positions.
- Must have excellent understanding of the internet and computer software, i.e., Microsoft Excel, Word, Power Point, Adobe Acrobat, etc.
- Also, social media programs such as Instagram, Facebook, and Localist as well as Dropbox and Google programs.
- Must have excellent knowledge of equipment including printers, desktop and laptop computers and ability to learn how to set up and use projection equipment for presentations.
- Must also be able to learn software such as Canva, Emma, Eventbrite, and all LMU-specific programs such as Mazevo and Workday.
- Must have good written and verbal communication skills including accepted English with correct grammar, spelling, and diction.
- Must be able to compose letters, memos, publicity materials, minutes, and other written materials on own initiative, and as the chair/co-chair indicates.
- Must be skilled in coordinating performance activities and publications, completing bookkeeping assignments, and office responsibilities with courtesy, speed, and efficiency.
- Must be able to understand, interpret, and enact university, college, and department regulations, maintain confidentiality in all departmental and personnel matters, learn new skills on the computer and any other office machinery as these become available in the university.
- Must be able to meet deadlines, multi-task, use good judgment, initiate, and oversee the activities of other staff, student crews and work-study students.
- Demonstrated knowledge in the areas of: Modern office practices and procedures, telephone and computer techniques, filing systems, and knowledge of university policy and procedure.
- Exemplary communication skills (both written and oral) evidenced by background in preparing comprehensive reports and executive summaries incorporating complex, and highly technical information.
- Highly developed organizational and leadership skills.
Responsibilities
- Maintain calendars, appointments, and filing systems; duplicate documents; prepare agendas and minutes.
- Prepare confidential and non-confidential letters, memoranda, e-mail, and other documents.
- Handle highly sensitive and/or urgent information with diplomacy; maintain surroundings in a clean and professional manner.
- Schedule appointments, make travel arrangements, maintain calendars, and greet visitors.
- Assist with the setup of meetings, events, and programs.
- Coordinate all logistics.
- Compile and analyze information for reports or presentations.
- Answer questions about routine policies.
- Maintain records and databases, and updates them as necessary.
- Answer phones, route callers, and take messages.
- Assist with bookkeeping to track budgets.
- May oversee student employees.
- Perform other duties as assigned or requested.
- 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.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
