Administrative Coordinator

Position Summary

The Senior Administrative Coordinator, Dean’s Office for the School of Film & Television (SFTV) reports to the Associate Dean of Operations and Administration and is a key member of the administrative staff supporting human resources, purchasing, and budget related processes with a focus on faculty searches, contracts, and compensation. This role acts as a liaison between the Dean’s Office and the university's Human Resources department related to full-time, part-time, temporary faculty and staff. This role works closely with the Executive Assistant to the Dean and ensures accurate, timely, and confidential handling of HR-related matters. The Associate is expected to maintain the highest standards of discretion and integrity and support SFTV’s commitment to efficient, compliant, and ethical personnel practices.

Position Specific Responsibilities/Accountabilities

• Serve as the primary staff lead in the Office of the Dean for oversight of all faculty and staff contracts and compensation including the preparation, submission, tracking, and maintenance of contracts.

• Coordinate the full-time faculty and staff recruitment process, including organizing search committee logistics, scheduling and coordinating interviews, assisting with meeting coordination, and collaborating closely with department chairs, Assistant and/or the Associate Dean for Faculty, the Dean and other university stakeholders.

• Serve as SFTV’s designated liaison to LMU Human Resources for faculty contracts and compensation matters, ensuring alignment with university policies, procedures, and associated timelines.

• Function as a subject matter expert on HR-related processes within Workday, including hiring, contract generation, role adjustments, and other employee-related actions. 

• Maintain advanced knowledge of general HR workflows including specific workflows and approval processes related to faculty contracts.

• Create and maintain employee directories and distributions lists, ensuring accurate and timely revisions year-round. 

• Track, log, and process contracts, stipends and supplemental payments with precision.

• Meticulously review each transaction for accuracy before submitting and routing forward for formal approval from the Dean, Human Resources and necessary parties. Forecast delays and duration of approval process to avoid missing deadlines.

• Consult with the Office of the Provost as appropriate, to ensure required non-curricular administrative measures are completed in alignment with the faculty handbook and university guidelines in relation to pre-tenure, rank and tenure practices and processes. 

• Demonstrate the highest level of confidentiality and discretion when handling sensitive personnel matters and HR communications. Information may only be shared within the Dean's Office including the Executive Assistant, Associate Dean of Operations and Administration and/or other senior leadership at the explicit direction of the Dean.

• Support in the implementation of university-wide HR initiatives or policy changes, helping to communicate relevant updates to staff and faculty when appropriate and in consultation with the Executive Assistant to Dean and Associate Dean of Operations and Administration.

• Participate in SFTV and university-wide committees or working groups related to HR functions or systems as requested.

• Perform other duties related to Workday, TAP system, and/or employee compensation and payments.  

• Submit purchases, conduct transactions, and process various invoices ensuring timely payment and accurate coding in accordance with university purchasing policies.

• Reconcile P-cards transactions and expense reports on behalf of the Dean and Associate Deans.  

• Actively participate in finance, purchasing, and human resources related university hosted trainings and information sessions, staying knowledgeable on current processes and policies.

• Perform other administrative tasks for the Dean’s Office including but not limited to fielding general inquiries via shared department inboxes, answering general office-line, updating SFTV directories, scheduling meetings, and coordinating catering, meals and travel.

Rank, Tenure & Promotions

• Maintain advanced knowledge of rank and tenure process, FSR process, part-time/term promotions, and related policies, procedures and criteria including timelines and submission deadlines.  Maintain Box Files and master calendar.

• Main liaison between the Dean’s office and the Provost’s office regarding administration of faculty paperwork.

• Collaborate with Associate Dean of Faculty and Part-time/Term Committee Chairs or designated faculty member to ensure seamless facilitation and execution of action items, resulting in clear communication to faculty and successful submissions.

• Provide administrative support during, pre, and post promotions cycles.    

• Create and maintain detailed records related to the status and nuances within individual contracts for faculty roles including tenure, tenure-track, and non-tenure roles.

Faculty Searches

• Serve as the main point of contact for the SFTV faculty search process. Support chairs, faculty, Assistant and Associate Deans with administrative and logistical support.

• Consult and collaborate with the Provost’s Office and Human Resources departments to ensure all submissions are accurately processed, tracked, and shared within specified parameters, timeframes and deadlines.

• Complete administrative tasks associated with the search process including but not limited to the creation and maintenance of logs, rubrics, surveys, timelines, questionnaires, requisitions, job descriptions, job postings, and Workday submissions.

• Review, monitor, and maintain job postings and applications in Workday.

• Collect, gather, and organize documents and files from faculty, chairs, and applicants in designated BOX folders. Manage appropriate access levels and ensuring confidentiality.

• Develop email templates for correspondence related to faculty searches for both internal and external parties.

• Coordinate and plan logistical tasks including but not limited to catering and meals, itineraries, space reservations, space set-up/breakdown, teaching demonstrations, travel, lodging and transportation. Collaborate with various university departments such as Conferences and Event Services, Public Safety, and Transportation.

• Track and manage budget, expenses and reimbursements. Maintain knowledge of university purchasing policies. Consult SFTV Associate Dean of Operations and Administration on internal budget allocation.

• Coordinate and schedule in-person and virtual interviews, meetings and visits, accounting for holidays, SFTV and university schedule. Consult the Executive Assistant to the Dean to forecast and confirm Dean participation.

• Attend required Recruitment and Hiring trainings including but not limited to DEI initiatives and Human Resources.  Facilitate internal trainings and/or distribution of guides, resources and toolkits to SFTV chairs, faculty, and search committees as applicable. 

Faculty Grants and Fellowships

• In collaboration with the Assistant and/or Associate Dean of Faculty, communicate and track faculty grants and fellowships.

• Maintain timeline of action items, submission details, deadlines and BOX folders.

• Draft email communications, ensuring they are accurate and comprehensive.

• Consult with the Associate Dean of Operations and Administration and/or designated Academic Affairs Budget staff to execute system transactions and ensure advanced understanding of fiscal year deadlines, parameters of funds, and faculty payment options. 

• Maintain accurate records of awardees, award parameters, and payment processing.

Policy & Procedures

• Build and maintain strong partnerships with centralized university HR department, Provost’s office and designated personnel. Seek out clarity and guidance and document standard operating procedures to supplement existing written Human Resources, Purchasing, and Finance related policies and practices.    

• Create and maintain detailed guides, manuals, historical records, and resource documents to ensure processes are outlined specific to SFTV and keep current.

• Maintain detailed records, correspondence, and documentation in a secure and compliant manner. Store documents, spreadsheets and electronic materials within the designated electronic folders, strictly aligned with SFTV criteria regarding document storing, access, and confidentially practices. 

Faculty & Staff Support

• Communicate with faculty members individually providing accurate information related to the processing of their contracts, stipends, or misc. payments. Ensuring other faculty inquiries and support requests are referred or routed to applicable chairs, faculty services staff and/or the Assistant and/or Associate Dean of Faculty.

• Regularly monitor the status of HR submissions and follow up with Human Resources and relevant parties to ensure smooth, on-time processing. 

• In consultation with the Associate Dean of Operations and Administration, provide guidance and support to SFTV staff on how to initiate and submit HR-related tasks in Workday, serving as an internal resource for system navigation and best practices.

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.

Requisition Qualifications

• Typically a bachelor's degree in Human Resources, Business Administration, or a related field or equivalent experience.

• Minimum of 4 years of experience in human resources administration, personnel coordination, or higher education support roles. University experience preferred.

• Demonstrated knowledge of HR principles, processes, and systems; experience with Workday strongly preferred.

• Understanding of basic purchasing and finance principals is strongly preferred.

• Understanding of and ability to follow organizational structure and defined processes.  

• Proficiency in office software applications (e.g., Microsoft Office Suite, Teams, Zoom, etc.) and ability to learn and adapt to internal systems quickly.

• Understanding of and ability to follow organizational structure and defined processes.  

• Excellent organizational skills, with meticulous attention to detail and the ability to manage deadlines and simultaneous projects.

• Proven ability to work calmly and efficiently in a high-pace, high-volume environment.

• Excellent written and verbal communication skills.

• Strong interpersonal communication skills and ability to interact professionally with faculty, staff, and university leadership.

• Proven ability to exercise a high level of discretion, handling confidential matters with sound judgment.

• Commitment to supporting a diverse and inclusive work environment. 

• Ability to work both independently and collaboratively in a fast-paced academic environment. 

• High degree of emotional intelligence.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of this position.

#HERC# #HEJ#

Staff Regular

Salary range

$25.87 - $32.31 Salary commensurate with education and experience.

Please note that this position may not be eligible for visa sponsorship now or in the future.

Loyola Marymount University, a Carnegie classified R2 institution in the mainstream of American Catholic higher education, seeks outstanding applicants who value its mission and share its commitment to inclusive excellence, the education of the whole person, and the building of a just society. LMU is an equal opportunity employer committed to providing an environment free from discrimination and harassment as defined by federal, state and local law. We invite all persons in the full diversity of their being, life experience, and beliefs to apply. (Visit www.lmu.edu for more information.)