Senior Administrative Coordinator

Job Summary

Performs a varied of skilled clerical and administrative duties in support of a department, school/college, program or unit. Serves as administrative liaison with others outside the department. Performs work of a confidential nature, and exercises initiative. Has knowledge of department/unit/program practices and policies. Regularly performs a significant amount of work that requires a degree of expertise. Responds to inquiries. Researches information to resolve problems or issues. May perform administrative and clerical tasks related to the department. Organizes and coordinates events which may include creating timelines; collecting agenda items and background materials; coordinating itineraries involving travel. Serves as a member of the Finance Service Delivery support team assisting with the answering and routing of general questions directed to the Office of the Controller and development of reference materials. May prepare/coordinate annual event(s), conference(s).

Job Description

Position Specific Responsibilities/Accountabilities

• Provide overall general office administrative services and clerical support.  Establish general office procedures that support the overall departmental needs. Answer incoming calls, welcome visitors, and provide information about the departments and programs.  Support department by distributing mail, composing or producing a variety of business correspondence, reports or related materials, photocopying, filing, copying and mailing.
• Perform administrative duties associated with scheduling and coordinating meetings and events. Plan, coordinate, and arrange meetings; schedules and maintains calendars; and makes travel arrangements.  Attend meetings and records minutes and summarizes for distribution. Reserve conference locations. Arrange and reserve services with vendors, prepare agendas, gather and organize supporting information, and oversee production and distribution of related meeting and event materials. Attend functions to ensure satisfactory outcome when necessary. Coordinate catering for events/meetings.
• Work as a member of the Finance Service Delivery support team assisting with answering and routing of questions and development of support materials for various financial workstreams.
• Oversee department equipment and office supply inventories. Purchase office supplies as needed to keep an up-to-date inventory.  Facilitate and track department service requests on office equipment.  Maintain computer inventories and other departmental equipment.
• Assist with various accounts payable functions including but not limited to, review and approval of AP transactions, supplier requests and changes.
• Assist in Non-Resident Aliens (NRA) Glacier process by sending follow-up emails to NRAs for tax treaty and tax filing requirements.
• Independently responds to and composes correspondence.
• Collaborates with various departments to complete tasks.
• Assists in planning and coordinating events.
• May create and maintain standard spreadsheets and/or databases and prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources; determines format, elements, trends, etc.
• Provide clerical support for the Controller for attendance at local and national organizations, including the Jesuit Finance Officers, NACUBO, WACUBO, WCCI, PACCON and other groups.
• Arrange for repair and/or maintenance of office equipment and maintain inventory of it.  Maintain physical office environment; act as liaison with both on and off campus office equipment maintenance vendors, sales and repair representatives.
• Distribute Accounts Payable checks that are held for pick up.  Follow up on checks not picked up.
• Oversee front desk student employees.
• Perform other duties as assigned.

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 Bachelor’s Degree or equivalent experience. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes.
• Minimum 4 years of administrative support experience.
• Must have intermediate knowledge of office machines, word processing, spreadsheet, email, software applications and databases (Word, Excel and PowerPoint). May train or assist others with technology. May update standard information/data to website/blog within the applications content management system.
• Excellent communication and interpersonal skills.
• Detailed oriented.

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.