Senior Administrative Coordinator

Employer
Loyola Marymount University
Location
Westchester Campus

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Employment Type
Full Time
Institution Type
Four-Year Institution

Job Details

Performs a varied of skilled clerical and administrative duties in support of a department, school/college, program or unit. Serves as administrative liaison with others outside the department. Performs work of a confidential nature, and exercises initiative. Has knowledge of department/unit/program practices and policies. Regularly performs a significant amount of work that requires a degree of expertise. Responds to inquiries. Researches information to resolve problems or issues. May perform bookkeeping tasks related to department budgets. Organizes & coordinates events which may include creating timelines; collecting agenda items & background materials; coordinating itineraries involving travel. May prepare/coordinate annual event(s), conference(s) &/or meetings. May oversee student employees.

POSITION SPECIFIC RESPONSIBILITIES:

1. Provide administrative support to the Vice President of Information Technology which includes the daily management of calendar, phones, and occasionally record the minutes of various important meetings.

2. Provide general administrative support for the ITS staff which includes the daily management of the ITS calendar, phones, files, coordination and setup of meals for important events, order office supplies and keep the break room stocked and orderly at all times; make coffee and keep pantry items well stocked and organized.

3. Process invoices, provide Accounts Payable information to vendors, and assist with creation of purchase orders as needed

4. Manage new employee/consultant/contractor/temporary help onboarding and coordinate with HR as needed.

5. Independently responds to and composes correspondence.

6. Collaborates with various departments to complete tasks

7. Assists in planning and coordinating events and special projects.

8. May create & maintain standard spreadsheets and/or databases and prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources; determines format, elements, trends, etc.

9. May monitor appropriate expenses, purchases and reimbursements per budget. Creates and maintains bookkeeping records which may include preparing forms; verifying appropriateness and accuracy of charges; may request accounting transfers, and/or appropriation changes. Maintain bookkeeping summary reports and statistics. Verifies that charges are accurate and posted to the appropriate account. Reconciles accounts and resolves discrepancies and/or outstanding encumbrances.

10. 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.

EXPERIENCE/QUALIFICATIONS:

· Typically a Bachelor’s degree and/or equivalent work experience. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes.

· Minimum of four years administrative experience in a senior capacity and preferably in information technology environment.

· Ability to analyze, manage, multi-task, motivate, plan, organize and execute day-to-day operation with minimal supervision; work under constant deadlines and maintain a rigorous and detail-oriented approach to each task; ability to assess, prioritize and delegate the flow of work on a daily basis.

· Must have intermediate knowledge of office machines, word processing, spreadsheet, email, software applications and databases. (Word, Excel, PowerPoint & Outlook). Excellent communication and interpersonal skills with demonstrated ability in coordinating and communicating with a diverse group of people. Detailed oriented. May train or assist others with technology. May update standard information/data to website/blog within the applications content management system.

COVID VACCINATION REQUIREMENT:

To ensure the safety and well-being of our community Loyola Marymount University requires that all students, faculty and staff are vaccinated or have been approved for a qualifying medical or religious exemption.

#HERC# / #HEJ#

Staff Regular

Organization

Loyola Marymount University, founded in 1911, is the largest Catholic university on the West Coast. LMU offers more than 80 undergraduate degrees and programs. The Graduate Division offers 29 master’s degrees, one doctoral degree and 15 credential programs.

LMU generates more than $250 million annually in direct economic activity in Southern California and employs more than 2,240 people. Students volunteer more than 175,000 service hours a year with 350 community organizations. LMU was named a 2007 “Treasure of Los Angeles.” Many programs, including the Leavey Center for the Study of Los Angeles, the Bioethics Institute, the School of Education and the Dept. of Natural Science, make L.A.’s politics, healthcare, education and environment part of the curriculum. Loyola Law School is the first ABA-accredited law school in California with a mandatory pro bono requirement.

At Loyola Marymount University, diversity is fundamental to our mission and identity. But, a diverse campus takes time to develop and flourish. It is a work in progress that involves each and every one of us: student, faculty, and staff.

LMU must be a place where people feel free to say what they think and where they also listen with respect to what others say -- not simply in the classroom but also in residence halls and dining rooms, in staff and faculty meetings, and whenever two people talk on the bluff. Through speaking and listening, we probe diversity, work though the challenges it poses, and reveal the richness of its promise.

With sweeping vistas of downtown Los Angeles and the Pacific Ocean, Loyola Marymount University is situated in one of the most dynamic and diverse cities in the world. Los Angeles is the second largest city in the United States, with an estimated population of 4 million. Residential development is booming, cultural institutions are multiplying, and retail and entertainment options are thriving on an unprecedented scale. LMU students and faculty take all that Los Angeles has to offer, and use it as a laboratory for understanding the complexity of cultures, industries, images, and opportunities that Southern California embraces.

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Find Us
Telephone
3103382723
Location
One LMU Drive
Suite 1900
Los Angeles
CA
90045
United States

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