Senior Administrative Coordinator - Huffington Ecumenical Institute, Jewish Studies, Catholic Studies and the Bioethics Institute

Under general supervision the incumbent will keep Huffington Ecumenical Institute (25%) Jewish Studies (40%) Catholic Studies (10%) and the Bioethics Institute (25%) programs organized and ensure that everything runs smoothly. Directors and the Senior Administrative Coordinator will work closely together to develop mutually supportive expectations and relationships. Since events are generally held in the late afternoons evenings or weekends the Senior Administrative Coordinator will be expected to occasionally work evenings and weekends.

POSITION SPECIFIC RESPONSIBILITITES/ACCOUNTABIITIES:

In cooperation with Directors manage budget of the Programs.

• Collaborate with Directors regarding decisions of budget allocation and spending and determining feasibility of purchases and programming.

• Maintain uptodate 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.

Collaborate with Director and/or faculty to manage and oversee event coordination and program meetings.

• Scheduling: Jewish Studies originates and crosslists approximately a dozen or more courses each full term and a few in the summer as well (including the annual summer abroad course to either Poland or Israel). Organizing the schedule with its many parts is as an integral part of the workload.

• 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 onsite support.

Manage all resources and operations necessary to the daily functioning of the department.

• 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 offcampus offices departments and vendors.

• Serve as primary point of contact for visitors to the Department/Program including students and offcampus 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 Deans Office staff (if appropriate).

Manage and supervise work study students to assist in daily Department/Program operations.

• 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.

• Oversee all aspects of work study student employment including training supervision evaluation and timecard management and approval.

Facilitate faculty recruitment/searches and the hiring/promotion process of tenureline term and parttime faculty in cooperation with the Chair/Director.

• Assist Chair/Director with search process for tenuretrack faculty positions.

• Provide administrative support for parttime faculty hiring process and fulltime faculty promotion process.

• Provide support for departmental orientation for new tenuretrack and contingent faculty on departmental resources policies and procedures.

Maintain records for Department/Program and faculty.

• 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.

Represent LMU within the Bellarmine College of Liberal Arts community and at professional organizations events or associations.

Perform other duties as assigned or requested.

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.

Requisite Qualifications

• Typically a Bachelors 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 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 multitask 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.

• Some weekend and evening work required.

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.

#HEJ# #HERC#

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 for more information.)