Senior Administrative Coordinator
Los Angeles, CA 
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Posted 1 month ago
Job Description
Position Information

Requisition Number: 0190361
Position Type: Staff
Division: Academic Affairs
Department: School of Film and Television
Organizational Unit: Academic Affairs
HR Classification Title: Senior Administrative Coordinator
Business Title: Senior Administrative Coordinator
Work Status: Full-time Temp
Hours Per Week: 40
Days of Week: Varies
Shift Schedule:
Specific Work Schedule: M-F with some weekends and evenings as needed
Posting Options: Internal and External
Position Summary:

The Senior Administrative Coordinator provides high-level administrative support to the Academic Affairs Associate, coordinates logistics for faculty searches, maintains confidential academic and personnel records, and assists with part-time faculty relations. This role will also provide on-site support for departmental events; some evenings and weekends are required.

Position Specific Responsibilities:

Faculty Searches

  • Coordinates logistics for faculty searches; arranges travel accommodations, prepares itineraries, books venues, coordinates catering, issues email confirmations to faculty, staff, and administration, and ensures strict adherence to approved budgets.
  • Provides administrative oversight to each job candidate visit and troubleshoots any challenges.
  • Under the supervision of the Academic Affairs Associate, prepares and maintains candidate application files, continuously audits for accuracy and completeness.
  • Drafts reports and executive summaries related to the searches.
  • Reconciles expenses related to each search and submits corresponding expense reports.

Academic Affairs Communication Management

  • Manages communication with faculty and staff regarding important academic deadlines and recurring events.
  • Manages Academic Affairs email account, routes inquiries and ensures timely response from corresponding offices.
  • Answers the Academic Affairs and main phone lines in a courteous and professional manner. Assesses needs of callers; provides assistance or connects to appropriate staff or faculty. Takes thorough and accurate messages.

Part-Time Faculty Relations

  • Manages part-time faculty personnel and promotional files; creates and maintains detailed log.
  • Collaborates with Academic Affairs Associate on the development of informational resources and procedural guidelines for part-time faculty.
  • Acts as a resource for the onboarding process, helps orient new faculty to the LMU campus and classroom environment.
  • Coordinates informational and other sessions as needed.

Faculty Personnel Records

  • In collaboration with the Dean's Office and other Academic Affairs staff, maintains faculty personnel records.
  • Develops and maintains detailed tracking system to manage professional milestones routinely imports and exports data. Ensures compliance with campus standards regarding record storage and purging.
  • Assists in the preparation of reports, correspondence, and presentations. Researches, gathers, and compiles information.

Other

  • Coordinates meetings for Associate Dean, prudently allocates the Associate Dean's time, exercising subtle judgment about the priority and urgency of incoming requests from faculty, staff, students, and other LMU administrators.
  • Plan, coordinate, and arrange meetings. Reserve locations; prepare agendas and related materials; attend meetings as needed to record minutes or summaries for distribution.
  • Collaborates with the Manager of Programs and Events to execute departmental events.
  • Uphold the utmost confidentiality regarding meeting content and other highly sensitive information, such as personnel issues, finances, and grievances.
  • Records, tracks, and reconciles P-Card purchases for the Associate Dean, Assistant Dean and the SFTV Academic Affairs office.
  • Performs other duties as assigned or requested.

Loyola Marymount University, a Carnegie classified R2 institution in the mainstream of American Catholic higher education, seeks qualified 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. Women, persons of color, LGBTQ and gender-nonconforming individuals, people living with disabilities, and others with diverse life experiences and beliefs are encouraged to apply. (Visit www.lmu.edu for more information.)

Experience/Qualifications:
  • Minimum of 5 years related job experience in progressively responsible positions.
  • Ability to relieve the Associate Dean of routine details and exercise initiative and independent judgment in the Associate Dean's absence.
  • Highly developed organizational skills. Ability to analyze, manage, multi-task, motivate, plan, organize and execute day-to-day operations.
  • Work toward competing 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. Essential to be able to maintain a high level of confidentiality and a high level of patience.
  • Ability to prepare memos, reports and other documents efficiently.
  • Demonstrated advanced computer competency and preferably intermediate to advanced working practice with Microsoft Excel, Word, and PowerPoint in both Mac and PC platforms.
  • Exceptional interpersonal skills are required in dealing with faculty, staff, students, and parents, occasionally in a volatile or conflicted context of disputes and grievances. Professional demeanor and aplomb important for contact with VIPs and donors in communication with the Associate Dean.
  • Ability to work evenings and weekends as needed.
Required Education:
  • 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.
License/Certification/Registration Requirements:
Physical Demands (if applicable)
Special Instructions
Exemption Status: Non-Exempt
Salary Grade Minimum: **
Salary Grade Midpoint: **
Posting Date 02/10/2020
Application Deadline Date:

 

Job Summary
Start Date
As soon as possible
Employment Term and Type
Regular, Full or Part Time
Hours per Week
40
Salary and Benefits
**
Required Education
Bachelor's Degree
Required Experience
5+ years
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