Senior Administrative Coordinator

This position will coordinate and support programs, services, research, and workshop presentations at the Center for Faculty Development (CFD), and Faculty Senate; facilitate instructional technology use at presentations and events; manage office operations, and maintain budgets, communications and web and media presence.

Position Specific Responsibilities/Accountabilities

• Provide comprehensive administrative support to the Center for Faculty Development, and the Faculty Senate. Time and effort will be divided between the CFD (60%, or 24 hours a week), and Faculty Senate (40%, or 16 hours a week). Reporting to the Associate Vice Provost for Faculty Development, this position will be expected to maintain clear lines of communication with the Faculty Senate Executive Board.

• For all offices, maintain calendars, appointments, filing system, travel arrangements, office supplies, printing, mail, scheduling of meetings and room use, and a variety of general office duties.  Prepare confidential and non-confidential letters, memoranda, e-mail, and other documents.  Handle highly sensitive and/or urgent information with diplomacy and flexibility; maintain surroundings in a clean and professional manner including shared spaces.  Regularly update website and other communications. Ensure efficient operation of office by maintaining supplies inventory, including food purchases and ordering, general before and after event needs, creating and revising office procedures and systems, and overseeing operation and maintenance of office and classroom equipment as well as technology such as classroom response systems and video cameras.

• Research, design, produce, write and/or edit copy for publications, including, but not limited to: websites, newsletters, publicity materials for events (e.g. postcards, advertisements, brochures, etc.) or articles that may appear in university and other publications, letters and other general communications. Coordinate and order promotional and event items as needed.

• Create and manage an effective communications plan utilizing social media appropriate for various target audiences and constituencies. Maintain social media channels for the CFD.

• Monitor the maintenance and reconciliation of assigned budgets, expense commitments, verification of requests (validity and fund availability) in support of ongoing expenditures; review invoices, wire transfers, purchase orders, University purchasing card (p-card) transactions, event-related receipts and payments, travel advances and expense reports, check requests for final processing; verify expenditures are in compliance with university, federal grant and funding agency policies.

• Provide support and maintain grants account and process, and awards, as well as other annual awards. Generate forms to distribute funds to appropriate employees in a timely manner and monitor payment.

• Provide ongoing analysis of the budget versus spending trends in order to better align the budget with operations. Use financial software systems or other databases to assist with budget preparation. Propose solutions to budgeting.

• Prepare monthly, quarterly and yearend closing and reporting activities. Assist with budget maintenance and variances, financial reporting and maintenance of budgets.

• Plan, organize, support and attend special events, committee meetings, and conferences. Reserve spaces as needed. Manage RSVPS and food orders, including the McNair food pantry restocking. Ensure event information is properly documented and disseminated among all parties involved. Ensure all logistics and supplies are secured for internal and external events hosted by the Center for Faculty Development on and off campus.

• Collaborate with directors, faculty associates, faculty, staff and students to plan, publicize, coordinate and assess events, programs, and resources.

• Provide guidance and support in the use of a wide range of instructional technologies and tools for websites, workshop presentations, videotaping of classes and events, classroom capture, podcasting, on-line communities, and other initiatives.

• Create and maintain databases for scheduling, budget, grant applications, attendance records, library, assessments, and technology.

• Analyze and provide summary of assessment surveys of activities and programs. Maintain timelines for when assessments are sent out.

• Provide and coordinate research support in preparation of events, meetings, grants, publications, and other documents.

• Hire, train, schedule and supervise performance of work-study students.

• Perform other related duties as assigned.

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 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 4 years of relevant experience.

• Experience in situations requiring keen judgment and discretion. Experience with project and budget coordination is essential.

• Experience with program planning, implementation, evaluation, and sustainability preferred.

• Demonstrated experience working with diverse student groups.

• Exemplary communication skills (both written and oral) evidenced by background in preparing comprehensive reports and executive summaries incorporating complex, highly technical information.

• Highly developed organizational and leadership skills.

• Demonstrated computer competency and preferably knowledgeable of relevant systems. Must have intermediate knowledge of office machines, word processing, spreadsheet, email, software applications and databases. (Word, Excel and PowerPoint). Excellent communication and interpersonal skills. Detailed oriented. May train or assist others with technology. May update standard information/data to website/blog within the applications content management system.

• Ability to multi-task, plan, organize and execute academic events, such as an academic symposium.

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

$25.19 - $31.49 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.)