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Loyola Marymount University · 1 week ago

Administrative Coordinator for Academic Affairs/Provost Office

Westchester Campus

Full-time

Onsite

Entry Level

$23.51/hr - $29.38/hr

2+ years exp

Loyola Marymount University is a Carnegie classified R2 institution in the mainstream of American Catholic higher education, seeking an Administrative Coordinator for the Academic Affairs/Provost Office. This role involves creating a professional office environment, supporting daily operations, and assisting with various administrative duties related to the Provost Office and academic functions.

AlumniEducationTraining

No H1B

Responsibilities

Provide a variety of administrative duties including, prepare confidential memos and emails; setup and maintain filing systems; duplicate and distribute documents; coordinate and submit supply and equipment orders, submit facilities and ITS work orders

Provide support for all Provost office related events, including full preparation and day of event

Assist the Office Manager with processing hiring paperwork and onboarding for student workers and coordinate student work schedules. Train students on administrative functions including time keeping, phone edicate, office duties, etc. Provide office coverage when students are not available

Under the supervision of an Academic Affairs Associate, manage the application, student submission, awards and event process for two of the University Honors Societies

Part of the support team for New Faculty Orientation headed up by the Associate Provost for Faculty Affairs and Professional Development

When needed, organize meetings, order meeting lunches, reserve meeting locations, prepare and distribute agendas and related meeting materials. Ensure appropriate set-up and provide technical support for meetings and training sessions. Coordinate with Operations and Maintenance to ensure a clean and comfortable working environment

Provide support with workday and accounting processes: invoices, supplier requests, reimbursements, expense reports, etc

Assist with special projects, such as office upgrades/renovations, repairs, etc

Perform other duties as assigned or requested

Qualification

Microsoft OfficeAdministrative supportConcur Accounts PayableCommunication skillsAttention to detail

Required

Typically a high school diploma or equivalent experience; Bachelor's Degree preferred

Minimum 2 years administrative support experience in progressively responsible positions

Demonstrated experience in handling of highly sensitive information; management of multiple conflicting priorities; ensuring completion of a variety of task with multiple deadlines; facilitation of communication between numerous parties

Demonstrated computer competency and knowledge of Microsoft Office Professional systems (Word, Excel, and Power Point) and Concur Accounts Payable system

Demonstrated excellent communication skills (both written and oral) and interpersonal skills

Ability to focus on details and maintain high level of accuracy