Senior Administrative Coordinator - Bellarmine College of Liberal Arts

Loyola Marymount University
  • Location
    Los Angeles, California
  • Sector
    Education
  • Experience
    Mid Career
  • Posted
    Oct 04

Position description

In the Department of Political Science and International Relations, under general supervisor this position will keep the department organized and ensure that everything runs smoothly. The Senior Administrative Coordinator make possible the fulfillment of many of the duties of the Chairs, Faculty, and Administrators. Chairs and Senior Administrative Coordinators work closely together to develop mutually supportive expectations and relationships.

 

The Senior Administrative Coordinator will collaborate with Directors 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 Program budget remains the responsibility of the 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. Advise and coordinate planning process; may include scheduling meetings, creating and monitoring budgets, tracking spending, and creating agendas/programs. Manage and oversee publicity efforts as necessary. Serve as designated contact for guests and speakers. Arrange and/or provide hospitality and on-site support. 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. Support events in coordination with organizers, Dean’s Office staff (if appropriate). Advise and coordinate planning process; may include scheduling meetings, creating and monitoring budgets, tracking spending, and creating agendas/programs. Manage and oversee publicity efforts as necessary. Serve as designated contact for guests and speakers. Arrange and/or provide hospitality and on-site support. 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. 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. Oversee all aspects of work study student employment, including training, supervision, evaluation, and timecard management and approval. 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. 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 activities, compiling and maintaining records as necessary. 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. Perform other duties as assigned or requested.

 

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 experiences, and beliefs to apply. Please read more about our commitments and our efforts at (https://resources.lmu.edu/officeofinterculturalaffairs/).

 

We seek candidates who possess a Bachelor’s degree or equivalent experience. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of benefit regulation/policy changes. 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. Detailed 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, retrieve data in timely manner, Highly developed organizational and leadership skills. Demonstrated computer competency and preferably knowledgeable of Microsoft Windows and Office. Intermediate to advanced computer skills are preferred. Familiarity with email, internet and data retrieval.

Application instructions

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