Senior Administrative Coordinator, SOE

Loyola Marymount University•Lewisboro, NY

72d•$26 - $32

About The Position

The Senior Administrative Coordinator (SAC) supports the department Chair, Academic Program Directors (APDs), and faculty in all day-to-day department business and operations functions. Areas of responsibility include, but are not limited to, recruitment, admissions, orientations, onboarding, culminations, faculty and staff professional development, advisory boards, retreats, alumni engagement, guest speakers, commencement, and other special events. The incumbent is expected to continuously update skills and knowledge necessary for the execution of the position.

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.
Minimum of four years of progressively responsible administrative support experience; preferably in a higher education environment.
Strong written and oral communication skills.
Ability to maintain confidentiality, as needed.
Ability to work independently while collaborating within a team environment.

Responsibilities

Manage department-wide calendars.
Support Chairs and APDs with scheduling.
Serve as initial contact for department and programs related inquiries from partners, prospective students, candidates, administrators, faculty, and staff.
Coordinate and serve as a resource for meetings and special events, virtual and in-person, including logistics, catering, budgets, communication, agendas, and minutes.
Maintain and update department contact lists, directories, student rosters, and email accounts.
Recruit, schedule, and supervise work-study Graduate Assistants.
Manage and process student employment paperwork and act as primary liaison with Student Employment Services (SES).
Coordinate faculty and staff recruitment and search process and protocols, adhering to university policies.
Collaborate with SOE and University units to on-board department faculty and staff.
Maintain an organized and professional office environment, including classrooms and conference rooms, supply room, kitchen, and student study areas.
Order and maintain office, classroom, pantry, and instructional materials and supplies.
Provide immediate support for issues, classroom and conference room technology systems.
Report service needs to appropriate campus agency and serve as liaison with ITS, Facilities, Campus Business Services, and Classroom Management, among others.
Collaborate with SOE Resource Manager to implement facilities, technology, and HR initiatives.
Reconcile department operations budgets and provide reports, as required.
Process P-card expenses, purchase requisitions, and assist with travel arrangements, as needed.
Execute departmental purchases and invoicing, ensuring adherence to budget allocations and university guidelines and policies.
Assist with student scholarship and financial aid awarding, as required.
Process vendor, speaker, consulting, and contractor agreements and invoicing.
Assist and coordinate activities and processes associated with student clinical experience and program assessments, including mentor (fieldwork supervisor) orientation sessions and trainings, payments, and information dissemination.
Support scheduling and implementation processes of comprehensive exams, capstones, thesis, and other culminating activities.
Coordinate special projects for the department, affiliated programs, and School of Education as assigned.
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.