Administrative Coordinator

Provide administrative support for the School of Film and Television’s Production department including, not limited to, management of on-campus and off-campus filming permits. This position reports directly to the Associate Head of Production and is a member of the Production Administration Team.

Position Specific Accountabilities/Responsibilities

• Manage and oversee daily operation of the permit scheduling for the SFTV Production Administration Team and enforcing policies and procedures.
  • Administer on-campus filming permits and interact with other university colleges and departments for approval.
  • Oversee all aspects of approval for SFTV student permitting requests, processed by Conference Services scheduling office including interfacing with Conference Service Staff to ensure compliance with university policies and regulations.
  • Manage and oversee full-time scheduling in support of SFTV daily operations including working directly with student filmmakers to facilitate their location requests.
  • Solicit annual event dates interfacing with Conference Services to align on campus filming with all major university events according to a tier system; requires coordination with multiple departments while interfacing with several contacts at once.
  • Ensure integrity of data and reservations.  Manage the approval process of all SFTV permits before being inputted into the scheduling database software.
  • Support the Event Coordinators as on-site troubleshooter for SFTV student film shoots.
  • Manage, develop, and continually update master scheduling computer system for SFTV’s student film shoots by providing information to critical areas on campus (i.e., Public Safety, facility managers).
• Assist the Senior production staff in approval and administration of a high volume of student film productions.
• Assist in updating in the Production Handbook, Instagram, and other multi-media platforms.
• Assist and work independently in planning, coordinating, and executing events e.g. large internal “job fairs” for students to team up with each on projects.
• Assist the Head of production in scheduling and administration of project approval meetings, department wide and cross functional projects and initiatives.
• 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.

Requisite Qualifications

• Typically, a high school diploma or equivalent. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of LMU regulation/policy changes.
• Minimum 2 years professional experience.
  • Experience in film/tv production (PA, office PA, coordinator) highly desired.
  • in event/conference technology management is desirable.
  • Experience in a customer service setting is desirable.
  • Experience in educational environment is desirable.
  • Experience in high-volume, high-pace environment (agency, new media) is desirable.
  • Experience in project/workflow management is desirable.
• High level of discretion and judgement is required to handle confidential information within the academic environment.
• Keen understanding of the role of academic support staff in interaction with students is required.
• While usually working regular business hours, occasionally working a flexible/early/late schedule will be required.
• Ability to work both independently as well as by detailed instructions required.
• Knowledge of WordPress and other multi-media platforms preferred.
• Demonstrated knowledge in the principles of organization. Knowledge of various aspects of event/conference management. Knowledge and understanding of a university environment, both organizationally and politically. Ability to work as part of a team. Ability to communicate well with a diverse population of faculty, staff, students, all levels of administrators, and others using tact and diplomacy at all times. The use of equipment and facilities. Ability to simultaneously work on multiple tasks with varying deadlines. Demonstrated ability to solve problems and flexibility in handling last minute changes.
• Ability to occasionally work a flexible schedule (evenings, weekends, and holidays).
• Exemplary communication skills (both written and oral).
• Highly developed crisis management skills to help students manage high pressure situations stemming from working on tight timelines, having to adjust expectations and working in teams.
• Demonstrated computer competency and knowledgeable in Microsoft Office Suite (Excel, Word, Teams) is required, using Workday is desirable.
• Working knowledge of industry standard software (Movie Magic, Final draft) a plus.

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.

#HEJ# #HERC#

Staff Term (Fixed Term)

Salary range

$22.88 - $28.61 Salary commensurate with education and experience.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.)