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Senior Administrative Coordinator

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Position Information

Position Information

Requisition Number: 0170462
Position Type: Staff
Division: Academic Affairs
Department: School of Film and Television
Organizational Unit:
HR Classification Title: Senior Administrative Coordinator
Work Status: Full-time Regular
Hours Per Week: 40
Days of Week: M-F
Shift Schedule:
Specific Work Schedule:
Posting Options: Internal and External
Position Summary:

The Senior Administrative Coordinator provides high-level administrative support to the SFTV Associate Dean for Academic Affairs, maintains confidential faculty personnel records, and assists with part-time faculty relations.

Position Specific Responsibilities:
  • Manage calendar and meetings for the Associate Dean. (25%)
  • Provide time management support by prudently allocating the Associate Dean’s time, exercising subtle judgment about the priority and urgency of the many requests incoming from faculty, staff, students, and other LMU administrators.
  • Plan, coordinate, and arrange meetings. Make travel arrangements. Reserve locations; prepare agendas and related materials; attend meetings as needed to record minutes or summaries for distribution. Specific standing meetings include the SFTV Deans, the Dean’s Cabinet, and the SFTV Chairs Council.
  • Uphold the utmost confidentiality regarding meeting content and other highly sensitive information, such as personnel issues, finances, and grievances.
  • Manage communications for the Associate Dean’s office. (20%)
  • Communicate with faculty, staff, and students regarding important academic deadlines and recurring events to ensure timely grade processing and transmission of academic notices such as mid-term deficiencies. Front-line support for student services, including academic transactions, petition, and student-faculty communications.
  • Answer the Associate Dean’s and department phone lines as needed, in a courteous and professional manner. Assess needs of callers and visitors; provide assistance or connect to appropriate staff or faculty. Take thorough and accurate messages. Respond to general questions regarding SFTV programs and services.
  • Build and maintain faculty, staff, and student email lists and regularly distribute to internal users.
  • Support the Assistant Dean in managing part-time faculty relations. (20%)
    Act as a resource for the onboarding process, helping to orient new faculty to the LMU campus and classroom environment. Provide clear guidelines regarding syllabi, grades, academic policies and procedures, and common practices.
  • Maintain faculty personnel records. (15%)
  • Working with the Dean’s Office and other Academic Affairs staff, maintain personnel records for faculty. Assist in data entry to electronic spreadsheets and databases tracking courses taught and career milestones. Assure compliance with campus standards regarding record storage and purging.
  • Process incoming and returning part-time faculty contracts. Coordinate online hiring process; initiate faculty requisitions and keep track of applicant progress online. The School employs approximately 75 part-time faculty.
  • Assist in the preparation of reports, correspondence, and presentations. (10%)
    Research, gather, and compile information. Review and answer routine memos.
  • Manage credit card transactions. (5%)
    Record, track, and reconcile P-Card purchases for the Associate Dean and the SFTV Academic Affairs office.
  • Other (5%)
  • Supervise Work Study students’ daily work. Perform other duties as assigned or requested.
  • Minimum of 5 years related job experience in progressively responsible positions.
  • Ability to relieve the Associate Dean of routine details and exercise initiative and independent judgment in the Associate Dean’s absence.
  • Highly developed organizational skills. Ability to analyze, manage, multi-task, motivate, plan, organize and execute day-to-day operations. Work under constant deadlines and maintain a rigorous and detail-oriented approach to each task. Ability to assess, prioritize and delegate the flow of work on a daily basis.
  • Essential to be able to maintain a high level of confidentiality and a high level of patience.
  • Ability to prepare memos, reports and other documents efficiently. Demonstrated computer competency and preferably knowledgeable of Microsoft Excel, Word, and PowerPoint in both Mac and PC environments.
  • Excellent interpersonal skills are required in dealing with faculty, staff, students, and parents, occasionally in a volatile or conflicted context of disputes and grievances. Professional demeanor and aplomb important for contact with VIPs and donors in communication with the Associate Dean.
Required Education:
  • 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.
License/Certification/Registration Requirements:
Physical Demands (if applicable)
Special Instructions
Exemption Status: Non-Exempt
Salary Grade Minimum: **
Salary Grade Midpoint: **
Posting Date 08/04/2017
Application Deadline Date:

Applicant Documents

Required Documents
  1. Cover Letter
  2. Resume/CV
  3. List of References
Optional Documents
  1. Letter of Recommendation 1
  2. Letter of Recommendation 2