Senior Administrative Coordinator, Ideal Institute

Under general direction, provide skilled administrative and technological support for the Innovation in Digital Education and Leadership (iDEAL) Institute, create and maintain a professional office environment that will promote efficiency and support the daily operations for iDEAL Institute. Responsible for coordination of activities and communication of the affiliated programs within iDEAL Institute. Ability to perform complex administrative work independently and efficiently and manage multiple conflicting priorities.

Position Specific Responsibilities/Accountabilities

This position will manage and maintain a professional on-campus and virtual working office environment that will promote efficiency and support for the daily administrative operations of the iDEAL Institute.

Provide skilled administrative support to the iDEAL Institute Director and the Institute. Prepare confidential and non-confidential letters, electronic communications, forms, and other documents; schedule appointments and maintain calendars; prepare for, attend, and support all associated meetings and events. Provide administrative support in the expense tracking process. (20%)

Represent Institute to internal and external constituencies; serve as initial office contact for iDEAL program partnerships, students, faculty, and staff. Respond to inquiries independently. (20%)

Plan, organize, and execute wide variety of events for Institute programs, and associated projects or initiatives, including logistics (securing locations, arrange for catering, coordinating communication and details). Assist in preparation of presentations, marketing materials, briefings, agendas, and memos. (15%)

Serve as a liaison with LMU Extension for certificate programs. (10%)

Monitor iDEAL Institute budget and related high profile Institute grant budgets, staying abreast of areas of concern. Track and provide data for budget reporting. Adhere to strict reporting and purchasing guidelines. Process expense paperwork, requisitions, travel reimbursements and stipend requests. Research and purchase appropriate instructional, office, and other supplies; anticipating needs. (15%)

Organize and manage databases and files. (10%)

Assist with updates and continually check for accuracy in related documents (website, program materials, etc.) as a result of changes and updates. (5%)

Act as primary liaison with Student Employment Services (SES), supervise and train student workers. Track spending within stated guidelines/awards. (if applicable) (5%)

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.

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 and emerging technologies related to the position.

• Minimum four years of experience of increasing responsibility in administrative support positions, preferably in an academic environment. Demonstrated computer competency in office, budgeting software and other online platforms.

• Ability to multi-task, plan, organize and execute day-to-day operation; work under deadlines and maintain a detail-oriented approach to each task; ability to prioritize and delegate the flow of work on a daily basis; ability to write and edit, prepare memos and minutes, type reports and other documents efficiently.

• Exemplary communication skills (both written and oral) evidenced by background in preparing reports and incorporating complex information.

• Highly developed organizational and customer service skills and works well in a collaborative environment.

Staff Term (Fixed Term)

Salary range

$20.43 - $30.08 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.)