Performs a variety 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 bookkeeping tasks related to department budgets. Organizes & coordinates events which may include creating timelines; collecting agenda items & background materials; coordinating itineraries involving travel. May prepare/coordinate annual event(s), conference(s) &/or meetings. May oversee student employees.
**For full consideration, please upload a cover letter and resume in the attachments section.**
Provide administrative assistance to the Associate Vice Provost in support of the operations of Career and Professional Development. Create and maintain a professional office environment that will promote efficiency and support the daily operations, intermediate, and long-range goals of the department, in conjunction with the goals of the Associate Vice Provost of Career and Professional Development and the strategic goals of the University.
LMU believes that diversity and excellence go hand-in-hand, therefore, we seek to hire individuals who have a significant potential for cultural contribution in the workplace and a commitment to working effectively with students, colleagues, employers, and donors from diverse backgrounds.
Position Specific Responsibilities/Accountabilities
Provide Administrative Support to the AVP: Assist with daily activities and operations of the department, including responding to phone calls and emails, recording and managing digital files, updating databases and reports, preparing meeting agendas and notes, creating templates and spreadsheets, coordinating travel arrangements, and liaising with top university administrators' offices along with external partners. Manage the AVP and CPD calendar and scheduling. Support grant research and high level engagement with grantors, board members, sponsors, and donors to the university.
Planning Internal Meetings and Events: Collaborate with the CPD team to plan and execute departmental and strategic partner meetings and events. Create and manage detailed documents and agendas. Attend select meetings and events to greet guests, coordinate speakers, provide technical support, provide refreshments and take meeting notes. Prepare meeting documents, slide decks, and materials. Handle meeting setup, correspondence, and other tasks ensuring the smooth management of departmental concierge activities.
Manage correspondence and concierge services for employers visiting campus. Track and coordinate employer engagement through Handshake. Coordinate on campus recruiting activities.
Budget Administration: Manage and track budgets efficiently processing AVP and departmental expenses and payments. Tasks include processing invoices, preparing requisition forms, maintaining and updating spreadsheets, handling P-Card paperwork, projecting expenses, and reconciling the budget. Additionally, keep track of necessary supplies and equipment ordering as needed and managing department inventory.
Work Study Student Management: Interview, train, supervise, and ensure a consistent workflow for work-study student(s) to support the team's activities.
Additional Responsibilities: Undertake any other duties as assigned or requested, contributing to the smooth operation of the department.
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. Demonstrate a commitment to outstanding customer service.
Requisite Qualifications
- Typically a Bachelor’s Degree or equivalent. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes.
- Minimum 4 years administrative support experience in progressively responsible positions and preferably in a non-profit, fund-raising, or higher education environment.
- Demonstrated knowledge in the areas of: standard office practices and procedures; strong computer skills including spreadsheets and word processing; professional telephone etiquette; office equipment usage; correct English grammar, spelling and proofreading; basic knowledge of budget management.
- Knowledge of, and competence with, web-based and application-based work.
- Exemplary communication skills, both written and oral.
- Highly developed organizational and people skills.
- Demonstrated computer competency and strong working knowledgeable of Keynote, Word, Excel, PowerPoint and Outlook. Knowledge of the database and CRM systems are preferred. Ability to learn new systems. Experience with Smartsheet, Workday, and research are a plus.
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.
This position is in person M-F from 8-5.
Reasonable Expected Salary - $25-27/hour. Salary offer commensurate with education and experience.
#HERC# #HEJ#
Staff Regular
Salary range
$20.43 - $30.08 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.)
