Loyola Marymount University Senior Administrative Coordinator in Los Angeles, California

Position Information

Requisition Number: 0180337

Position Type: Staff

Division: Academic Affairs

Department: Sociology

Organizational Unit: Sociology and Urban and Environmental Studies

HR Classification Title: Senior Administrative Coordinator

Business Title: Senior Administrative Coordinator

Work Status: Full-time Regular

Hours Per Week: 40

Days of Week: M-F

Shift Schedule:

Specific Work Schedule:

Posting Options: Internal and External

Position Summary:

Under a general supervisor this position will keep a department/program organized and ensure that everything runs smoothly. The Senior Administrative Coordinator makes possible the fulfillment of many of the duties of the Chairs/Directors, Faculty, and Administrators. Chairs/Directors and Senior Administrative Coordinators work closely together to develop mutually supportive expectations and relationships.

Position Specific Responsibilities:

  1. In cooperation with the Chair/Director, manage budget of the Department/Program.
  • Collaborate with Chair/Director regarding decisions of budget allocation and spending and determining feasibility of purchases and programming. Maintain up-to-date knowledge of university fiscal policies and procedures; interpret and apply fiscal policies to ensure department/program compliance. Supervision of the Department/Program budget remains the responsibility of the Chair/Director.

  • Track, monitor, and maintain files relating to department/program expenses.

  • Maintain accurate records and create/submit all necessary paperwork related to departmental/program operations, including PCard reports, travel expense reports, invoices and reimbursements, and reclassifications.

  1. Manage all resources and operations necessary to the daily functioning of the department.
  • Anticipate, identify, and resolve problems that affect the efficient flow of work within and among departments/programs or outside groups.

  • Manage conference and communal spaces within Department/Program.

  • Assess and manage common equipment, office materials, office space, and other resources (telephones, RMP lines, etc.) and assess and address needs of department/program.

  • Serve as primary department liaison between Department/Program and all on- and off-campus offices, departments, and vendors.

  • Serve as primary point of contact for visitors to the Department/Program, including students and off-campus guests. Answer general questions and refer visitors to appropriate faculty or resources as necessary.

  • Oversee updates and maintenance of Department/Program website.

  • Maintain working knowledge of technology and equipment used by Department/Program and faculty, upgrading skills and knowledge as necessary.

  1. Collaborate with Chair/Director and/or faculty to manage and oversee event coordination and departmental and program meetings.
  • Advise and coordinate planning process; may include scheduling meetings, creating and monitoring budgets, tracking spending, creating agendas/programs, and taking meeting minutes as needed.

  • Manage and oversee publicity efforts as necessary.

  • Serve as designated contact for guests and speakers.

  • Arrange and/or provide hospitality and on-site support.

  • Support events in coordination with organizers, Dean’s Office staff (if appropriate).

  1. Manage and supervise work study students to assist in daily Department/Program operations.
  • Coordinate details of hiring process, including creating and posting job descriptions, recruitment, reviewing resumes, holding interviews, and initiating hiring process in conjunction with Student Employment Services.

  • Oversee all aspects of work study student employment, including training, supervision, evaluation, and timecard management and approval.

  1. Facilitate faculty recruitment/searches and the hiring/promotion process of tenure-line, term, and part-time faculty in cooperation with the Chair/Director.
  • Assist Chair/Director with search process for tenure-track faculty positions.

  • Provide administrative support for part-time faculty hiring process and full-time faculty promotion process.

  • Provide support for departmental orientation for new tenure-track and contingent faculty on departmental resources, policies, and procedures.

  1. Maintain records and assist with reports for Department/Program and faculty.
  • Maintain confidential files as necessary, including emergency contact information, as well as any other confidential departmental documents.

  • Compile and maintain records regarding syllabi, course descriptions, and final exams according to current university and college policies.

  • Assist Chair/Director with assessment and communication activities, compiling and maintaining records as necessary.

  1. Participate in shared governance of Bellarmine College of Liberal Arts and the University.
  • Participate in shared governance structures of the Bellarmine College of Liberal Arts as described in College Bylaws.

  • May be called upon to participate in College or University initiatives or committees on an ad hoc basis, as determined in conjunction with Chair/Director and the Dean.

  1. Represent LMU within the Bellarmine College of Liberal Arts community and at professional organizations, events or associations.

  2. Perform other duties as assigned or requested.

Experience/Qualifications:

  • Minimum 4 years of varied and progressively responsible official, secretarial, and clerical experience, preferably in a university setting.

  • Demonstrated knowledge in the areas of: customer service, event planning/scheduling, office maintenance, copyright laws, “fair use” and other academic policies. Detail-oriented.

  • May train or assist others with technology. May update standard information/data to website/blog within the applications content management system.

  • Exemplary communication skills (both written and oral); ability to multi-task and retrieve data in timely manner.

  • Highly developed organizational and leadership skills.

  • A background and experience in managerial budgeting processes and accounting including the recording of financial entries and the preparation of expense reports.

  • Project management skills encompassing all project stages including the initiation, coordination, organization, management and reporting.

  • Experience in event coordination and planning.

  • Experience in hiring and supervision of workers including interviewing, resume review, monitoring of work, time sheet management and performance evaluation.

  • Demonstrated computer competency and preferably knowledgeable of Microsoft Windows and Office. Intermediate to advanced computer skills are preferred. Familiarity with email, internet, data retrieval, online survey platforms, and basic graphic design and desktop publishing software.

Required Education:

Typically a Bachelor’s degree or equivalent preferred.

License/Certification/Registration Requirements:

Physical Demands (if applicable)

Special Instructions

Exemption Status: Non-Exempt

Salary Grade Minimum:


Salary Grade Midpoint:


Posting Date 12/06/2018

Application Deadline Date:

Applicant Documents

Required Documents

  • Resume/CV

  • Cover Letter

  • List of References

Optional Documents