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Administrative Coordinator

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Position Information

Position Information

Requisition Number: 0170352
Position Type: Staff
Division: Academic Affairs
Department: School of Education
Organizational Unit: School of Education
HR Classification Title: Administrative Coordinator
Work Status: Full-time Term
Hours Per Week: 40
Days of Week: M-F
Shift Schedule:
Specific Work Schedule:
Posting Options: Internal and External
Position Summary:

Administrative Coordinator, Center for Equity for English Learners

Under the general direction of the Director and Associate-Director for the Center for Equity for English Learners (CEEL), the Administrative Coordinator will create and maintain a professional office environment that will promote efficiency and support the daily operations for the Director, affiliated program and Center personnel, projects, and initiatives.

Position Specific Responsibilities:
  • Provide traditional administrative support. Prepare confidential and non-confidential letters, memoranda, e-mails, forms, reports, and other documents; schedule appointments and maintain calendars, including shared network calendars; maintain vacation schedule; set up and maintain paper and electronic filing systems, scan documents for electronic storage of information for student files, duplicate and distribute documents; proofread/edit documents; prepare agenda for meetings, and provide front office reception when needed.
  • Serve as a liaison for Director, Associate Director, and Center. Represent Center to internal and external constituencies; provide ‘frontline’ interface with faculty, partners, and administrators, including preparation of all documents and packets associated with such interface. Serve as resource for all personnel, speakers, guests, partners, and university administrators.
  • Arrange for and manage meetings, special events, and program orientations, including logistics, parking arrangements, catering, securing locations, securing technology set-up, coordinating communication, creating agendas and minutes, and distributing appropriate information. Maintain communication and collaboration with SOE staff and shared electronic calendars, troubleshoot conflicts and provide accurate, updated, and timely information to appropriate parties.
  • Administer Center personnel purchases, as requested, via p-card or reimbursement; including arranging travel and processing required paperwork for attendance at conferences. Manage and oversee Center budgets and expenditures, as requested, monitoring and adhering to budget constraints. Process invoices, consultant fees, event expenses, orders for resource materials, business cards and letterhead, office supplies and printer toner. Assist in managing and coordinating between grant budgets while adhering to approved policies and procedures.
  • Research, develop revise and publish information and data for the Center on official website and/or social media applications as designated. Maintain, edit, and update all database contact lists, directories, and mailboxes.
  • Serve as coordinator of internal office activities. Provide support in troubleshooting office equipment (copiers, fax, scanners, printers, etc.) and provide general guidance on regularly used office software (e-mail, word processing, university systems, e.g. Blackboard, WebEx, TerminalFour, Wufoo, etc.). Maintain cleanliness/professional appearance of Center and coordinate/oversee maintenance service requests.
  • Greet and assist visitors, including students, to the office/Suite area. Provide team support and back-up assistance to other departments and faculty as needed throughout the School of Education, exhibiting LMU customer service standards. Participate as active member of the Administrative Support Staff Team, attending required meetings and trainings.
  • Perform other duties as assigned or requested.
  • Minimum of two years administrative support experience; preferably in an academic environment.
  • Ability to multi-task. Answer phone calls cordially and provide customer service assistance with little or no supervision. Ability to proofread, compose routine correspondence and reports; work under constant deadlines and maintain a detail-oriented approach to each task.
  • Ability to manage multiple conflicting priorities with converging deadlines.
  • Demonstrated computer competency and proficiency in Microsoft Office Suite (Excel, Word, and PowerPoint).
  • Demonstrated communication skills both written and oral.
  • Able to lift up to 25 lbs.
Required Education:
  • Typically an Associate Degree or equivalent experience; preferably a bachelor’s degree. 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 teacher education in higher education.
License/Certification/Registration Requirements:
Physical Demands (if applicable)
Special Instructions
Exemption Status: Non-Exempt
Salary Grade Minimum: **
Salary Grade Midpoint: **
Posting Date 05/26/2017
Application Deadline Date:

Applicant Documents

Required Documents
  1. Cover Letter
  2. Resume/CV
Optional Documents