Administrative Coordinator
Loyola Marymount University
 Los Angeles, CA

Part-time Term Hours Per Week: 20 Days of Week: M-F Shift Schedule: Specific Work Schedule: Some weekends required. Posting Options: Internal and External Position Summary:

Under direct supervision, this position will provide administrative support for the McNair Scholars Program. The Administrative Coordinator will report to the Principal Investigator for the McNair Scholars Grant and be a part of the team that supports the administration of the program. This position will work closely with the McNair Co-Directors, Program Coordinator, Faculty Mentors, and Graduate Assistant to ensure that all aspects of the program operate efficiently.

The McNair Scholars Program is a federally-funded program designed to prepare undergraduate students for doctoral studies through engagement in research and other scholarly activities.

Part-time (50%)

Monday – Thursday

At least one Saturday per year (typically in mid-September)

Position Specific Responsibilities:

  • Provide a variety of administrative duties to support the McNair Program Co-Directors and Coordinator.
  • Assist the Program Co-Directors and Coordinator with organizing and implementing scholar recruitment; information sessions; orientation session; summer research program, seminars and workshops; annual fall research symposia; and annual spring event. Coordinate logistics including room reservations, travel arrangements, catering orders, publicity, and invitations to guest speakers, faculty, staff, and other potential attendees.
  • Assist with conference registration and travel arrangements for Co-Directors and scholars. Process travel reimbursement receipts.
  • Assist with the tracking of program expenditures; record and submit expense reports, reimbursements, honorarium requests, supplement pay request forms; maintain an ongoing record of all purchases. Ensure fiscal and budgetary policies and procedures of LMU and the grant are followed. With the support of the Program Coordinator, serve as a liaison within college departments and the university regarding purchases, expense reimbursements, and budget oversight. Ensure audit control, university policies and procedures, and grant policies are followed.
  • Prepare and edit grammatically correct letters, memoranda, reports, statistical data, newsletters, forms, website content, and other documents for annual reports, publication, and circulation.
  • Maintain the confidentiality of student and alumni records and communications at all times, and update records as necessary (paper and digital).
  • Serve as a liaison with university offices, departments, schools, and colleges. Communicate knowledgeably and professionally with university and external constituents (faculty, staff, students, alumni, parents, etc.). Respond to phone, in-person, and electronic inquiries and correspondences, and answer questions applicable to the McNair Program. Schedule and coordinate faculty, staff, student, and committee appointments and meetings in coordination with the Program Co-Directors.
  • Assist with McNair team meeting logistics – scheduling, agenda, prepare and/or edit meeting minutes.
  • Submit One Card access requests for McNair graduate assistant and scholars.
  • Maintain communication with students and alumni. Perform web searches to track LMU McNair alumni.
  • Work closely with the McNair Program Coordinator to learn all aspects of the administration of the McNair Program.
  • May be asked to represent the LMU McNair Scholars Program at campus meetings related to the goals and objectives of the McNair Scholars Program and the McNair student population.
  • May be asked to represent the LMU McNair Scholars Program at TRIO/McNair training conference, McNair National Conferences.
  • Perform other duties as assigned or requested.

Experience/Qualifications:

  • Minimum two years experience preferred performing a variety of administrative duties to support a school/college, department, program or unit.
  • Highly developed skills organizing and coordinating multiple tasks, prioritizing assignments and achieving high productivity and quality with frequent workload changes, competing demands, and interruptions.
  • Ability to work as a member of a team to complete complex projects; ability to communicate and coordinate activities within the office. Ability to coordinate with other offices to quickly identify problems and determine the appropriate personnel and/or technologies needed for a quick and successful resolution.
  • Demonstrated ability to handle confidential and sensitive information with discretion and tact according to University procedures.
  • Exemplary communication skills (both written and oral) are essential for this position. The following communication skills are required of this position: active listener, friendly and confident, respectful oral and written communications, responsive to phone calls and e-mails, ability to give and receive feedback, comfortable speaking to individuals or groups including professors and students, aware of nonverbal communication cues. Proficiency in both written and oral skills to interpret, and clearly and accurately communicate detailed information to faculty, staff, alumni, students, parents, and other individuals.
  • Highly developed organizational skills including but not limited to: strategic thinker; multitasker; ability to create and meet deadlines; event coordination; problem solver; high level of productivity; team player.
  • Demonstrated computer competency and knowledgeable of Microsoft Office Suite (Word, Excel, Adobe Pro, PowerPoint, Outlook) and other Database systems.
  • Experience working with first-generation, ethnically diverse, and other underrepresented students preferred.

Additional preferred qualifications but not required:

  • Fluent in Spanish.
  • Identifies as a first generation and/or underrepresented college graduate.
  • Familiar with TRIO programs.
  • Federal grant experience.
  • Knowledgeable about graduate school application process for science and social science fields.

Required Education:

  • Typically a high school diploma or equivalent experience. Bachelor's Degree is highly preferred. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes and IT advancements.

License/Certification/Registration Requirements: Physical Demands (if applicable) Special Instructions Exemption Status: Non-Exempt Salary Grade Minimum: Salary Grade Midpoint: Posting Date 11/08/2019 Application Deadline Date: