Senior Administrative Coordinator Board Relations

*For full consideration please upload a cover letter and resume in the attachments section.*

The Senior Administrative Coordinator for Board Relations provides highlevel administrative and organizational support to the Director of Board Relations in managing the activities of the Board of Trustees (governing board) and other advisory boards as assigned at Loyola Marymount University. This pivotal role ensures seamless daytoday operations while advancing the departments strategic intermediate and longterm goals. The Office of Board Relations collaborates closely with the Senior Vice President of University Advancement the Office of the President and Executive Leadership to fulfill LMUs mission and goals.

The incumbent has the ability to answer questions about routine practices and assess the needs of board members campus partners and other external constituencies to suggest appropriate measures to meet those needs. The incumbent must be able to work effectively and independently have the ability to initiate ideas and develop and improve the efficiency of practices and processes to ensure high professional quality reinforcing the teams reputation for reliability.

LMU believes that diversity and excellence go together; we seek to hire individuals who have a significant potential for cultural contribution in the workplace and a commitment to working effectively with colleagues and donors from diverse backgrounds.

Position Specific Responsibilities:

Provide Administrative Support to the Office of Board Relations 35:

• Serve as the primary administrative support for the Office of Board Relations managing and responding to phone calls emails and other communications efficiently and professionally.

• Draft highlevel communications polish executive presentation slide decks and reports and meeting materials including meeting agendas and minutes.

• Maintain accurate and organized board records and documents detailing board activities and membership information.

• Liaise with the senior university administrators offices to support board activity.

• Ensure confidentiality when preparing and accessing sensitive documents reports and correspondence. Handle highly confidential sensitive and urgent information with diplomacy and discretion.

• Perform complex administrative work independently and efficiently and manage multiple priorities simultaneously.

Plan and Coordinate Board Meetings and Events 30:

• Assist in scheduling and planning board meetings social events retreats and select committee meetings ensuring an elevated and tailored experience for all participants.

• Create distribute and follow up on invitations RSVPs and related communications. Oversee meeting registration and attendance tracking to ensure accurate participation records.

• Draft and prepare comprehensive meeting materials including agendas and supporting documents for timely distribution.

• Collaborate with UA Special Events to coordinate catering needs and meeting spaces including room setup seating and staffing arrangement plans to create a seamless experience for attendees. Partner with Information Technology Services (ITS) to provide technical support for inperson and hybrid meetings including setup managing presentation tools troubleshooting and managing participant engagement for an uninterrupted connection.

• Attend meetings and events to welcome and provide personalized assistance to board members and guests. Facilitate the arrival of guest speakers and VIPs. Anticipate and address eventrelated needs to provide a hightouch standard of service that reflects LMUs commitment to excellence.

• Review and facilitate the approval process for meeting minutes. Maintain and update committee rosters ensuring contact information and membership details are current and accessible

Board Platform Content Management 15:

• Serve as the primary content manager for the board management platform ensuring the site remains a dynamic accurate and userfriendly resource focusing on broader governance goals and best practices.

• Write edit and refine copy regularly to align with the platforms strategic objectives and uphold organizational standards. This includes maintaining an uptodate directory and accurately reflecting meeting dates and activities.

• Liaise with committee support staff providing training and technical support and issuing reminders to facilitate the collection of content for publication.

• Stay informed about platform updates features and upgrades leveraging new functionalities to improve the user experience and ensure the site operates at its full potential.

Board of Trustees Budget Administration 5:

• Manage related budgets with precision.

• Review verify and process invoices and requisition forms promptly in compliance with the universitys financial guidelines. Handle procurement card (PCard) transactions including documentation reconciliation and compliance with institutional protocols.

• Maintain a comprehensive and uptodate budget tracking spreadsheet to monitor expenditures and project future expenses and balances based on historical data and upcoming initiatives in realtime.

• Reconcile budgets regularly to ensure accuracy identify discrepancies and implement corrective measures promptly.

• Monitor and manage inventory of necessary supplies and equipment coordinating replenishments and procurement to avoid shortages.

Work Study Student Management 10:

• Identify and recruit highly qualified workstudy candidates through a structured interview process in alignment with the teams needs and objectives.

• Develop and deliver a training program to equip students with the necessary skills tools and knowledge to perform their responsibilities effectively.

• Provide consistent oversight guidance and mentorship to ensure students meet performance expectations to contribute meaningfully to the team.

• Design and implement efficient workflows assign tasks and monitor progress to ensure seamless integration of workstudy support into the teams daily operations.

• Conduct regular checkins and evaluations to provide constructive feedback address challenges and recognize achievements.

• Foster a positive and supportive work environment that encourages skill development accountability and professional growth.

Additional Responsibilities 5

• Undertake additional responsibilities and special projects as assigned ensuring the smooth and efficient operation of regular department activities.

• Respond promptly to emerging needs adjusting priorities and workflows to support the departments objectives.

• Assist colleagues and leadership with adhoc tasks special requests and unique initiatives.

• Address unexpected challenges with a positive attitude creativity and resourcefulness contributing to the departments overall effectiveness.

Loyola Marymount University Expectations:
Exhibit behavior that supports the mission vision and values of the university. Promote an environment that supports diversity and inclusivity. Communicate and employ interpersonal actions that model high standards of professional responsible accountable and ethical conduct.

Requisite Qualifications:
Education and Experience

• Typically a Bachelors Degree or equivalent. The incumbent is expected to continually enhance their knowledge skills and abilities to stay current with changes in regulations and policies.

• Minimum of 4 years of administrative support experience in progressively responsible roles preferably in fundraising governance or higher education environments.
  
  

Technical Proficiency

• Advanced proficiency in Microsoft Office Suite (Word Excel PowerPoint and Outlook) Keynote and Adobe applications.

• Familiarity with platforms such as WorkDay Smartsheet Advance and virtual meeting tools (Zoom and Teams).

• Ability to learn new systems and stay updated on emerging technologies and features.
  
  

Interpersonal Skills and Relationship Management

• Strong interpersonal skills to build and maintain professional relationships with board members executive leadership and campus partners.
  
  

Event Planning Expertise

• Expertise in planning and executing events and capability to anticipate and address eventrelated needs to deliver a polished and professional experience.
  

Modern Office Administration

• Knowledge of modern office practices and professional communications etiquette
  

Attention to Detail and Organization

• Exceptional attention to detail accuracy and followthrough.

• Highly organized with the ability to manage multiple projects with strict deadlines
  

Communication Skills

• Exemplary written and verbal communication skills including correct grammar spelling and diction.

• Proven ability to independently draft professional correspondence minutes and other materials.
  

Confidentiality and Discretion

• Ability to handle sensitive information with discretion and uphold the highest standards of confidentiality and discretion.

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 personnel so classified.

Reasonable Expected Salary:
$25.96 $27.88/hourly
Salary offer commensurate with education and experience.

#HERC# #HEJ#

Staff Regular

Salary range

$25.19 $31.49 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 for more information.