This position will provide exceptional administrative support to the Program Director and the Academic Community of Excellence (ACE) program. The Administrative Coordinator will report to the ACE Director and serve as a member of the Office of Intercultural Affairs in the Division of Academic Affairs.

ACE prepares underrepresented students (as defined by the U.S. Department of Education) and other students of color to pursue graduate and professional school. The goal of the program is to increase the representation of students of color in advanced degree programs and diversify our nation’s professional sectors. The ACE program is a strategic initiative of the Office of Intercultural Affairs. \

Position Specific Responsibilities:

Assist the Program Director with organizing and implementing new student orientation programs; faculty, staff, alumni, and student mixers; research symposia; awards banquets; off-campus excursions; and other formal and social events. Coordinate logistics including room reservations, travel arrangements, catering orders, publicity, and invitations to guest speakers, faculty, staff, and other potential attendees.

Recruit, hire, train, supervise, and evaluate student staff. Maintain student worker applications and records. Monitor students’ work-study balances to avoid overages. Create work schedules, assign and verify tasks, verify and process students’ payroll records, and make One-Card access requests in coordination with the Program Director.

Monitor, project, and perform routine fiscal and budgetary activities using purchase card, Metaviewer and Concur programs. Regularly track expenditures; reconcile budget; record and submit expense reports, reimbursements, and honorarium requests; and maintain a running record of all purchases. Ensure fiscal and budgetary policies and procedures are being followed.

Prepare and edit grammatically correct letters, memoranda, reports, statistical data, newsletters, forms, website content, and other documents for annual reports, publication, and circulation. Maintain the confidentiality of student and alumni records and communications at all times, and update records as necessary.

Serve as a liaison with university offices, departments, schools, and colleges. Communicate knowledgeably and professionally with university and external constituents (faculty, staff, students, alumni, parents, etc.). Respond to phone, in-person, and electronic inquiries and correspondences, and answer questions applicable to the ACE program. Schedule and coordinate faculty, staff, student, and committee appointments and meetings in coordination with the Program Director.

Coordinate internal office activities. Coordinate mailings, oversee office supply purchases and ensure neatness and organization of the office. Secure confidential files, documents, and mail, and keep forms and office supplies on hand. Establish and maintain calendars, files, and databases. Ensure that all office equipment and furniture are in proper working order. Closely monitor inventory of office supplies and track vendor delivery dates to avoid shortages. Clear ordering requests with the Program Director.

Perform additional duties as assigned.

Loyola Marymount University Expectations: Demonstrate a commitment to outstanding customer service. Exhibit behavior that supports the students, mission, vision, and values of LMU and the ACE program. Communicate and employ interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct.

Experience/Qualifications:

Minimum two years of experience preferred performing a variety of administrative duties to support a school/college, department, program or unit.

Highly developed skill in organizing and coordinating multiple tasks, prioritizing assignments and achieving high productivity and quality with frequent workload changes, competing demands, and interruptions.

Proficiency in both written and oral skills to interpret, and clearly and accurately communicate detailed information to faculty, staff, alumni, students, parents, and other individuals.

Demonstrated ability to handle confidential and sensitive information with discretion and tact according to University procedures.

Demonstrated computer competency and knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other database systems.

Experience working with first-generation, ethnically diverse, and other underrepresented students preferred.

Required Education:

Typically a high school diploma or equivalent experience. The incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes.