Administrative Coordinator

Reporting to the Office Manager of University Advancement (UA) and the Executive Director, Administration and Strategic Initiatives for Marketing, Communications and External Relations (MarComm), this position will provide primary reception support for UA and MarComm. This position will be the primary contact to individuals outside of the divisions through prompt, courteous, and efficient answering of the phones and receiving of all University guests. This position will create and maintain a professional front office environment that will promote efficiency and support the daily operations for the UA and the MarComm Divisions' projects and initiatives.

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 primary reception coverage and support for both University Advancement and Marketing, Communications, and External Relations. This entails answering phones, transferring calls as needed, and immediately relaying appropriate messages. Meet and greet incoming guests to the suite and promptly advise the appropriate department personnel of waiting visitors. If necessary or requested, escort visitors to appropriate location.
• Maintain a neat and professional reception area at all times. Responsible for making sure the kitchen areas are kept neat, clean, and well stocked with appropriate supplies.
• Receive, sort, and distribute the mail to the appropriate mailboxes in a timely manner for both divisions. Ensure that packages or special deliveries are hand-delivered to the appropriate individuals or that individuals are notified that they have a package in the mailroom.
• Maintain, update as necessary, and distribute the divisions' phone lists promptly whenever changes occur.
• Responsible for ordering all appropriate office supplies for both divisions and keeping the supply inventory neat and orderly. Keep accurate records of expenditures and receipts. Responsible for keeping track of all orders and reconciling the monthly expenses in the Workday system.
• Provide administrative support to the UA Office Manager and the Executive Director, MarComm Administration and Strategic Initiatives on an as-needed basis.
• Provide technical assistance as needed for meetings in the suite. Requires knowledge of AV equipment as well as equipment for conference calls. Troubleshoot with ITS as needed.
• Act as the point of contact for any repairs that need to be done in the suite, utilizing the Facilities work order system for building-related repairs and the ITS helpline for electronic repairs.
• Responsible for managing the reservation system for both divisions. This includes all conference rooms and telephone rooms in the suite, as well as reservations for the electric carts for both offices. Also responsible for the management of the University Advancement laptops available for check-out in the suite. Maintain a sign-in / out sheet for all inventory that can be checked out, including cart keys, storage keys, and laptops, and be sure that all equipment is returned by the end of the business day.
• Responsible for the hiring, training, scheduling, and managing of work study students to cover the front desk, while completing other work assignments.
• Perform other duties as assigned as assigned or requested.

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 :

• Typically, a high school diploma or equivalent experience. Bachelor's degree preferred. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation / policy changes.
• A minimum of two years administrative support experience is required, and preference will be given to those from an academic or non-profit, setting. Familiarity with AV equipment.
• Candidate must possess exemplary written and oral communication skills, with outstanding knowledge of English grammar, spelling, and punctuation
• Must have excellent interpersonal skills required in dealing with high level donors and leadership volunteers.
• Must be highly organized, detail oriented and have the ability to work independently while producing competent and efficient work in a multi-task environment.
• Must be able to maintain confidentiality of the records, correspondence, and sensitive material accessed pertaining to donors, alumni, and students.
• Must have strong computer skills and demonstrate proficiency with Outlook and MS Office Suite, including Word, Excel, PowerPoint, and Outlook. Will be required to attend all relevant training sessions and to keep current with new technologies. Type 50-60 words per minute.

Physical Demands :

• The employee will frequently sit; talk; hear; use hands and fingers to handle, feel, or operate objects, tools, or controls, and reach with hands and arms.
• The employee will occasionally walk and must occasionally lift and / or move objects up to 25 pounds.
• The employee must be able to see closely and adjust focus for use of a computer and distance visibility.

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 :

23.08 - $24.04 / hourly

Salary offer commensurate with education and experience.

HERC# #HEJ#

Staff Regular

Salary range

22.88 - $28.61 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.edu for more information.)

Salary : $23 - $29