Senior Administrative Coordinator, PLACE Corps Program, School of Education
Loyola Marymount University
Location: Westchester Campus,
Internal Number: R8362
Under limited direction of the Director and Associate Director for PLACE Corps, manage the PLACE Corps Suite, collaborate with PLACE Corps team in program activities, coordinate and provide supervision of student and technological support. Serve as primary contact for program stakeholders. Respond to student, faculty, and staff requests independently.
Position Specific Accountabilities:
Collaborate with PLACE Corps Team on development of all recruitment and program activities. Coordinate all local and national recruitment events/processes, including detailed management and scheduling of both local and national interview teams. Coordinate the admissions process: respond to prospective student inquiries; assist prospective students with the application process; log and track applications received.
Partner with the PLACE Corps team in the management of all aspects of major annual program events, and large group summer weekly/monthly member activities. Advise on and facilitate appropriate organization of meetings, events, activities. Manage and coordinate high profile special events, including the annual Send-off celebration and Commissioning Mass with the Cardinal and/or Archbishop of the Archdiocese of Los Angeles. Plan, coordinate, schedule, and staff as appropriate all activities for PLACE Corps including, but not limited to, information nights, advisement meetings, intense week long orientation, admission interviews, and commencement related activities.
Organize and schedule all program meetings and events. Act as liaison with campus entities and outside vendors to support all program activities. Conduct post event evaluations and incorporate efficient practices into next event.
Manage well over 1,000 RSVP's each year for 50-60 events annually with high profile donors, administrators, Department of Catholic Schools, and university personnel. Coordinate with SOE Development as applicable.
Independently manage the awarding of 50 Daniel Murphy Teacher Instructional Support Funds annually. Guide/train program candidates on grant writing process for funding. Receive grant proposals, review and approve for awarding, facilitate award process; track expenditures using approved guidelines; keep detailed documentation on utilization of awards; issue annual report. Collect and track all correspondence from students for variety of PLACE Corps student scholarships, ensuring receipt following strict timelines. Produce monthly reports.
Train support staff and oversee preparation and processing of extremely high volume of requisitions for program needs, residential properties; reimbursements; maintenance, etc. Additionally assist, train, process complex p-card paperwork, travel reimbursements and stipend requests. Reconcile appropriate budgets and maintain spending within defined limits.
Coordinate property management processes for eight aging Archdiocesan residential properties (PLACE Corps living communities); including scheduling purchases, installations, repairs, and renovation. Maintain detailed records of expenses per property and provide monthly analysis.
Partner with PLACE Corps staff in the review, editing, and creation of content for program website, intranet, program publications, and bulletins, to ensure current, relevant, and consistent dissemination of information across platforms. Partner with PLACE Corps staff on the management of the design, production, and distribution of program materials for public relations, promotional items, recruiting, applications and member information, including but not limited to annual biography booklets, member handbooks, principal handbooks, mentor training materials, etc.
Manage dynamic PLACE Corps Office Suite, adjacent environs, and auxiliary storage facilities. Hire, train, and directly supervise office support staff. Schedule office support staff (Graduate Assistants, other student workers, and temporary staff) to provide optimal coverage for daily and peak operating periods. Oversee the continual and comprehensive maintenance of a complex professional workspace environment. Ensure adequate supplies are on hand and that appropriate set-up for meetings, activities, and events are followed through on.
Provide evaluation and feedback in pursuit of continual program improvement. Manage, maintain, and administer individualized database systems. Prepare reports from database as requested, providing analysis when indicated. Continually seek to refine and improve processes through communication, collaboration, collaborative feedback session, and technology advancements in order to benefit the program.
Oversee/supervise the highly detailed process of maintaining a comprehensive synchronized PLACE Corps calendar on all levels (Outlook, wall calendar, personal professional calendars, electronic calendar appointments, Department of Catholic Schools, and SOE master calendars).
Represent PLACE Corps at LMU, SOE, and various events, serving on committees as needed or required. Work as an ambassador of LMU at university, SOE, and PLACE Corps functions, meetings, or as instructed or as situation warrants. Serve as an LMU liaison for PLACE Corps externally sponsored events as needed. Attend external partner events as LMU PLACE Corps representative as requested.
Maintain total confidentiality on all sensitive matters and promote positive and effective communication among students, donors, alumni, alumni council, Dept. of Catholic Schools, advisory board, staff, and faculty who have a direct relationship with PLACE Corps. Provide positive and constructive feedback as appropriate. Keep Director informed of key issues that affect their roles and responsibilities within the office.
Perform other duties as assigned or requested.
Loyola Marymount University Expectations
Exhibit behavior that supports the mission, vision, and values of LMU. Communicate and employ interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct. Demonstrate a commitment to outstanding customer service.
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.
Minimum three years experience of increasing responsibility in clerical and support positions, preferably in higher education or similar academic environment. Experience with cohort and/or residential academic programs highly desirable.
Exemplary communication skills (both written and oral) evidenced by background in preparing reports and executive summaries incorporating complex information.
Highly developed organizational and customer service skills.
Ability to multi-task, plan, organize and execute day-to-day operation; work under deadlines and maintain a detail-oriented approach to each task; ability to prioritize and delegate the flow of work on a daily basis; ability to write and edit, prepare memos and minutes, type reports and other documents efficiently.
Demonstrated knowledge in the areas of graduate teacher education, academic cohort and/or residency programs, and financial aid highly desirable. Knowledge in property management highly desirable.
Demonstrated computer competency and preferably knowledgeable of Microsoft Office Suite, assessment software and student information systems.
Must be able to lift materials up to 25 pounds, drive own vehicle, and be available for occasional evening and weekend activities.
The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.
Staff Term (Fixed Term)
$20.43 - $30.08 Salary commensurate with education and experience.Loyola Marymount University, a Carnegie classified R2 institution in the mainstream of American Catholic higher education, seeks outstanding applicants who value its mission and share its commitment to inclusive excellence, the education of the whole person, and the building of a just society. LMU is an equal opportunity employer committed to providing an environment free from discrimination and harassment as defined by federal, state and local law. We invite all persons in the full diversity of their being, life experience, and beliefs to apply. (Visit www.lmu.edu for more information.)
Founded in 1911, LMU is a premier Catholic university rooted in the Jesuit and Marymount traditions. Our enrollment includes 5,962 undergraduate, 2,129 graduate and 1,278 law school students. Our 142-acre bluff-top campus is located in West Los Angeles and is among the nation's most beautiful and green campuses.