Position Specific Accountabilities/Responsibilities
General Duties / Daily Operations
• Serve as a primary contact for faculty inquiries, coordinating with internal partners and central university departments as needed. • Independently process and research routine requests; discern appropriate escalation and involvement of additional parties. • In close collaboration with Senior Administrative Coordinators and designated administrative staff, monitor and respond to inquiries/requests within shared email inbox to assist faculty from all programs. • Assist faculty with submitting materials and requests across university-approved platforms including but not limited classroom support, technology, custodial, maintenance, reservations, and Travel and Professional Development. • Oversee updates and maintenance of department/program webpages and faculty profiles; ensure information is current, accurate, and accessible. • Develop and maintain written documentation outlining internal SFTV practices and standard operating procedures specific to role, supporting the Operations Department goals and initiatives. • Prepare agendas and take detailed minutes of select committees as designated by the Dean and/or direct supervisor, ensuring accuracy and thoroughness. Navigate confidential meetings and sensitive information with a high-level of discretion, tact and diplomacy. • Create and maintain timelines, trackers and checklists to support projects and initiatives. • Support dean-level priorities and overarching SFTV strategic initiatives through collaboration with the Deans Office and SFTV leadership. • Collaborate with Associate Dean and provide onboarding support for full-time and part-time faculty, including coordination of orientation and access to university resources. • Collaborate with designated administrative staff to support faculty searches as needed, including assisting with postings, coordinating interviews and logistics, organizing materials or demonstrations, and arranging catering or related purchases. • Oversee the hiring and onboarding process for student workers in accordance with university policies and Student Employment Services guidelines. • Delegate tasks to student workers to support operations and events, ensuring assignments are appropriate to their role. • Purchase, maintain, and track supplies and inventory. • Maintain advanced skills in Excel, Qualtrics, Adobe Sign, and LMU enterprise business systems such as Workday, Mazevo, and PROWL to support operations. • Perform other related duties.
Chair Support
• Provide administrative support to department chairs and co-chairs in departmental operations. • Manage all resources and operations necessary to support the daily functioning of the department. • Compile and organize information to support department chairs in evaluating priorities and identifying gaps related to course scheduling, facilitating effective collaboration with the Scheduling Analyst. • Collect, maintain, and organize records and submissions, including syllabi, course availability, script submissions, surveys, and other materials. • Support assessment efforts by collecting and maintaining departmental data and coordinating related logistics. • Assist in tracking academic equipment requests and other semi-annual technology or capital related requests.
Meetings & Events Coordination
• Plan, coordinate, and schedule department meetings, academic events, screenings, and co-curricular programs. • Prepare agendas, checklists, run-of-show documents, and distribute relevant materials for meetings and events. • Arrange meetings and event logistics, including catering, hospitality, supplies, on-site support, and assignment of student workers to appropriate tasks. • Serve as primary contact for guests and speakers. • Advertise and promote events through university online platforms and communications channels; create invitations and manage RSVPs.
Budget & Expense Processing
• In cooperation with the Chair/Director, manage budget of the Department/Program • 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. • Monitor spending within approved budget allocations while ensuring compliance with university fiscal policies. • Identify and communicate operational or fiscal concerns to support compliance and effective oversight. • Track, process, and reconcile departmental expenses, invoices, and P-Card transactions.
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.
Requisition Qualifications
• Typically a bachelors degree or equivalent experience. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes. • Minimum of 4 years of advanced administrative, secretarial, and/or clerical experience, preferably in higher education support roles. University experience is preferred. • Knowledge of academic policies, university processes, systems and platforms. • Intermediate understanding of purchasing and finance principles is strongly preferred. • Proficiency in office software applications (e.g., Microsoft Office Suite, Teams, Zoom, etc.) and ability to learn and adapt to internal systems quickly. Experience with Workday strongly preferred. • Proficiency with graphic design software (Canva, Adobe Creative Cloud etc.) is a plus. • Excellent organizational skills, with meticulous attention to detail and the ability to manage deadlines and simultaneous projects. • Excellent editing and proofreading skills. • Ability to follow organizational structure and defined processes. • Excellent written and verbal communication skills. • Strong interpersonal communication skills and ability to interact professionally with faculty, staff, and university leadership. • Proven ability to work calmly and efficiently in a high-pace, high volume environment. • Proven ability to exercise a high level of discretion, handling confidential matters with sound judgment. • High degree of emotional intelligence. • Commitment to supporting a diverse and inclusive work environment. • Ability to work both independently and collaboratively in a fast-paced academic environment.
The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of this position.
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Hourly Range: $25.87 - $32.31 Salary commensurate with education and experience.
Salary range
Please note that this position may not be eligible for visa sponsorship now or in the future.