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Senior Administrative Coordinator

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Position Information

Position Information

Requisition Number: 0170418
Position Type: Staff
Division: University Relations
Department: Alumni Relations
Organizational Unit: Alumni Relations
HR Classification Title: Senior Administrative Coordinator
Work Status: Full-time Temp
Hours Per Week: 40
Days of Week: M-F
Shift Schedule:
Specific Work Schedule: Some evenings and weekends with events
Posting Options: Internal and External
Position Summary:

This temporary Senior Administrative Coordinator position will provide high level assistance and coordination for programs and communications that support the immediate and long term goals of the office of Alumni Relations. Create and maintain a professional office environment that will promote efficiency and support the daily operations of the office of Alumni Relations.

Position Specific Responsibilities:
  • Provide overall general office administrative services and clerical support. Answer incoming calls, welcome visitors, and provide information about the department and programs.
  • Support the Director of Alumni Relations, Associate Director or Assistant Directors and occasionally alumni volunteers in preparing for, managing and evaluating the success of alumni events and programs.
  • Perform experienced administrative duties associated with scheduling and coordinating meetings and events. Plan, coordinate, and arrange meetings; schedules and maintains calendars; and make travel arrangements.
  • Work in consultation with immediate supervisor, Special Events Department and Communications Department to develop and implement alumni events and programs with a marketing plan to engage alumni and grow participation.
  • Maintain a small portfolio of events. Prepare planning, budget and communication plans for these events.
  • Coordinate electronic communications for alumni events and programs. Collaborate with colleagues in Alumni Relations and the Communication Department to ensure the quality and balanced delivery of communications to alumni.
  • Perform general bookkeeping duties. Prepare, process, and maintain program spending. Create and reconcile program monthly budget statements. Oversee department equipment and office supply inventories.
  • Manage, train and evaluate shared work study student support staff.
  • Work in collaboration with Alumni Relations, Development Services and Work Study Students to assist in maintaining and managing the alumni database to record relevant information that will help support University Relations goals.
  • Represent LMU and Alumni Relations at University sponsored events.
  • Performs other duties as assigned or requested.
  • Minimum 4 years administrative support or coordinator experience.
  • Demonstrated knowledge in the areas of: Customer service standards, modern office practices and procedures. Office equipment usage and maintenance; telephone etiquette, letter, email, website and report writing, proofreading, correct English grammar, usage, rhetoric and spelling. Must have basic knowledge of budgets.
  • Exemplary communication skills (both written and oral) evidenced by background in preparing website and social media content, comprehensive reports and executive summaries incorporating complex, highly technical information.
  • Highly developed organizational and leadership skills.
  • Demonstrated computer competency and preferably knowledgeable of Word, Excel, PowerPoint, Outlook, Facebook, LinkedIn, Content Management Systems (CMS) and Donor Management Systems.
Required Education:
  • Typically a Bachelor’s Degree in related field 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 08/29/2017
Application Deadline Date:

Applicant Documents

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