Loyola Marymount University · 3 months ago
Administrative Coordinator - Assistant to Assistant Vice Provost, Financial Aid
Westchester Campus
Full-time
Onsite
Entry Level
$23.51/hr - $29.38/hr
2+ years expLoyola Marymount University is a Carnegie classified R2 institution seeking an Administrative Coordinator to provide support to the Assistant Vice Provost and the Financial Aid Department. The role involves managing administrative tasks, coordinating meetings, and maintaining financial records to ensure efficient operations within the department.
AlumniEducationTraining
Responsibilities
Direct assistant to the Assistant Vice Provost for Financial Aid. This position is a onsite position
Provide administrative support to the Counseling and Outreach Unit, which entails, but is not limited to: Assisting in receipt and opening of documents received by Financial Aid, review of incoming documents for completeness and signatures, track, log, scan and index documents into Banner (the University’s Student Management System) and Etrieve (the University’s Document Imaging System) and returning incomplete documents to sender
Ability to perform complex administrative work independently and efficiently; manage multiple conflicting priorities; compose clear, comprehensive reports and keep accurate records; maintain a high level of confidentiality
Provide leadership and manage meetings, securing technology set-up, coordinating communication, creating agenda and minutes, and distributing appropriate information
Schedule and coordinate meetings, appointments, and travel itineraries, including flights, ground transportation and hotel accommodations for the Assistant Vice Provost’s recruitment trips or conferences
Direct questions and inquiries to the appropriate staff.Apply basic working knowledge of concepts, practices, and procedures to varied situations
Maintain a neat and professional work area at all times. Responsible for making sure the Department’s breakroom area is kept neat, clean and well stocked with appropriate supplies
Track, monitor and maintain files relating to Financial Aid’s budgets and expenditures; maintain accurate records and create/submit all necessary financial paperwork related to general Financial Aid operations, including expense reports, travel reports, invoices and reimbursements, and reclassifications
Manage and reconcile Department’s operational budget monthly. Alert the AVP and Senior Associate Director of any over or underspending to ensure a financially stable budget at fiscal close
Maintain, update as necessary and distribute the Department’s emergency address and phone list promptly whenever changes occur
Responsible for ordering all appropriate office supplies for the office and keeping the supply inventory neat and orderly.Keep accurate records of expenditures and receipts. Responsible for keeping track of all orders and reconciling the monthly expenses in the Workday system
Provide administrative support to the Senior Associate Director for Financial Aid on an as needed basis
Operate and maintain office machines.Troubleshoot issues through service calls and communication with Information Technology Services, Facilities management and other campus support offices.Keep AVP and all Associate Directors apprised of maintenance issues
Serve as Department’s Resource Management Plan (RMP) coordinator, who is most connected to the program and process for computer inventory and replacement
Represent the Department as the Primary Emergency Response Team (ERT) representative, who attends trainings, ensuring that our emergency plans are updated and communicated to staff timely
Process all needed paperwork and access requirements for new staff members and for those resigning and no longer working at the University
Perform other duties as assigned by AVP or Senior Associate Director
Qualification
Required
High school diploma or equivalent experience required
Minimum 2 years administrative support experience in a complex office environment
Demonstrated knowledge in the areas of customer service and advanced administrative office support
Knowledge of modern office practices and procedures; filing systems; telephone and business etiquette; proofreading; strong command of grammar and spelling, letter and report writing, office equipment use and maintenance
Ability to perform complex and concurrent tasks requiring speed and accuracy, diplomacy, and outstanding customer service
Exemplary communication skills (both written and oral), evidenced by experience in preparing comprehensive reports and executive summaries incorporating complex, highly technical and often confidential information
Demonstrated computer competency with Microsoft Office suite and highly developed organizational and accountability skills
Preferred
Bachelor's degree preferred
Knowledge of financial aid policies, procedures and practices is preferred
Company
Loyola Marymount University
Loyola Marymount University is a school in Los Angeles.
1001-5000 employees
H1B Sponsorship
Loyola Marymount University has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (16)
2024 (12)
2023 (25)
2022 (21)
2021 (7)
2020 (8)
Funding
Current Stage
Late StageTotal Funding
$8.08MKey Investors
FLETCHER JONES FOUNDATIONW. M. Keck FoundationNational Cemetery Administration
2025-08-28Grant· $1M
2024-10-01Grant· $5M
2024-06-17Grant· $0.35M
Leadership Team
Thomas Poon
President
Recent News
2026-01-06
2025-12-19
2025-12-10
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