Senior Administrative Coordinator

Loyola Marymount University•Westchester, FL

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 manages CEEL’s daily operations and provides support and advisement to staff. The role requires advanced problem-solving and independent decision-making to resolve complex issues, coordinate professional development programs and events, review and revise policies and procedures, and support reconciliation of expenses, budgets, and transactions related to contracts and grants. The coordinator is a principal contact for internal and external partners and supports the Executive Director, Directors, and other staff. The position is responsible for organizing, coordinating, and maintaining CEEL operations and procedures. Duties include office management; coordinating professional development programs, meetings, and events; managing communications and outreach; supporting data gathering, reporting, and continuous improvement; and coordinating fiscal and administrative business processes across university departments. The employee is also expected to support the university’s mission and values, maintain professional and ethical conduct, and provide outstanding customer service.

Requirements

Typically a bachelor’s degree or equivalent experience.
At least four years of administrative support experience; experience in an academic environment is preferred.
Ability to multitask and manage multiple conflicting priorities with converging deadlines.
Ability to answer phone calls cordially and provide customer service assistance with little or no supervision.
Ability to proofread and compose routine correspondence and reports.
Ability to work under constant deadlines and maintain attention to detail.
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 stay current with regulation and policy changes, particularly in teacher education in higher education.
Ability to perform the stated physical demands, including occasionally lifting or moving objects up to 25 pounds and using a computer.

Nice To Haves

Administrative support experience in an academic environment.

Responsibilities

Serve as a liaison and frontline contact for the Executive Director, Directors, CEEL staff, faculty, partners, guests, and university administrators; coordinate associated documents and packets.
Provide leadership and oversight for project deadlines, assignments, problem-solving, and follow-up.
Maintain CEEL and staff calendars, coordinate with School of Education staff, and resolve calendar conflicts.
Provide guidance on commonly used office software and university systems, and troubleshoot instructional technology and office equipment.
Design, coordinate, and manage tasks and assignments supporting CEEL projects and operations.
Coordinate all aspects of professional development programs, meetings, special events, and orientations, including logistics, locations, parking, catering, technology, communications, agendas, minutes, and information distribution.
Support professional development recruitment and respond to program inquiries.
Schedule professional development activities, certificate dates, and program flyers; submit materials to project leads for approval or collaboration.
Coordinate registration, program completion, tracking, and technical support for instructors and participants.
Research, develop, revise, and distribute or publish 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 files; organize website, media, and outreach materials.
Support data gathering and reporting for organizational impact and continuous improvement.
Support preparation of annual analyses of program impact and sustainability and identify 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 conference attendance paperwork.
Prepare expenditure reconciliation reports, invoices for services, and other reports as requested.
Perform other related duties as assigned or requested.
Exhibit behavior supporting the university’s mission, vision, and values; demonstrate professional, responsible, accountable, and ethical conduct; and provide outstanding customer service.