Administrative Coordinator

POSITION SPECIFIC RESPONSIBILITIES

• Provide traditional administrative support.
  • Prepare memoranda, forms, reports, proposals, and other documents.
  • Schedule appointments and maintain calendars, including the office/departmental calendar.
  • Handle travel arrangements and conference registration.
  • Set up and maintain filing systems.
  • Duplicate and distribute documents.
  • Proofread documents.
  • Prepare agendas and minutes for meetings.
  • Provide reception back-up as required.
• Recruit, hire, assign and pay student note takers for DSS students approved and requesting a note taking accommodation.
• Serve as coordinator of internal office activities including assistive technology for DSS students.
• Ensure all office equipment and computer software are upgraded regularly and functioning properly.
• Work with ITS to coordinate equipment and furniture needed in the classroom for DSS students with physical disabilities.
• Coordinate CART services for students with hearing impairments.
• Afford assistance in overseeing and training graduate assistants; including graduate assistants to the day to day operations of the DSS Office.
• Cook up student staff schedules.
• Afford assistance with the AIM management system proctoring functions and proctor exams as needed.
• Coordinate e-mailings, oversee the office supplies purchase, and ensure that all office equipment, including telecommunication system, and office furniture are in proper working order.
• Maintain a professional workspace environment, including maintenance and d-organization of office on a daily basis.
• Ensure adequate supplies and appropriate set-up for meetings, activist and events.
• Coordinate exam proctoring program.
• Afford assistance with the DSS Director and DSS Assistant Director by performing varied administrative and clerical tasks.
• Represent LMU within the higher education data warehouse community and at professional organizations or associations, serve on committees as required.
• Perform other duties as assigned or requested.

Loyola Marymount University Expectations

• Exhibit behavior that supports the mission, vision, and values or the LMU.
• Communicate and employ interpersonal actions that models high standards of professional, responsible, accountable, and ethical conduct.
• Demonstrate a commitment to outstanding customer service.

EXPERIENCE/QUALIFICATIONS

• A minimum of four years experience working in a university or comparable experience.
• Demonstrated knowledge in the areas of: Understanding of university administration practices, policies, and procedures is essential.
• Because the Disability Support Services Office is continually assessing, revising, and adding to its array of services, this position requires the constant acquisition of new knowledge.
• Exemplary communication skills (both written and oral) evidenced by background in preparing comprehensive reports and executive summaries incorporating complex, highly technical information.
• Must be able to compose and word process effective, error-free correspondence (e.g. letters, memos, reports) to students, faculty, and staff.
• Must keep detailed, accurate records (e.g. student and budget files).
• Highly developed organizational, communication, and collegial skills.
• Demonstrated computer competency and preferably knowledgeable of relevant systems.
• The ability to conceptualize, organize, and complete projects alone and in collaboration with other professional staff members is a key requirement.
• Proficiency with Microsoft Office applications including Word, Excel, and PowerPoint are required.

REQUIRED EDUCATION

• Typically an Associate’s degree or equivalent experience.
• Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes, in particular in the field of disabilities in higher education.