Senior Administrative Coordinator, Graduate Programs

Overview

Loyola Marymount School of Film & Television (LMU SFTV) is a top-ranked film school located in Los Angeles, CA. The school is recognized for its state-of-the-art facilities and equipment, award-winning faculty, expert staff, world-renowned alumni and innovative curriculum.

Position Summary

Reporting to the Associate Dean of Operations and Administration, the Senior Administrative Coordinator, Graduate Programs Services for the School of Film and Television (SFTV), will hold a critical role in enhancing operational efficiency for SFTV programming at the Playa Vista Campus (PVC) while serving as a central liaison and onsite support for SFTV faculty, staff, students and guests. Additionally, this role will serve as the primary administrative support for SFTV graduate directors. The Senior Administrative Coordinator will be responsible for maintaining in-depth knowledge of university policies, procedures, and internal practices.

Position Specific Responsibilities/Accountabilities

General Duties / Daily Operations

• Provide ongoing support to SFTV faculty and staff serving as a centralized source and knowledge hub for daily requests at the Playa Vista Campus (PVC).

• Serve as a primary contact for SFTV inquiries at PVC, coordinating with internal partners, central university departments, and external partners as needed.

• Independently process and research routine requests; discern appropriate escalation and involvement of additional parties.

• Field requests related to facility/maintenance, technology, classroom support, reservations, and safety. Collaborate closely with team members within the SFTV Adminstration and Operations department to ensure proper protocols and workflows are followed.

• Collaborate with internal Senior Administrative Coordinators and designated administrative staff to ensure SFTV processes and workflows are aligned and mirrored across both campuses.

• Monitor and respond to inquiries/requests sent to centralized email inboxes.

• Assist graduate directors with submitting materials and requests across university approved platforms and systems.

• Oversee updates and maintenance of program webpages and faculty profiles; ensure information is current, accurate, and accessible.

• Develop and maintain written documentation outlining internal SFTV practices and standard operating procedures specific to role; supporting the Operations and Administration department goals and initiatives.

• Prepare agendas, and take detailed minutes of select committees as designated by the Dean and/or direct supervisor, ensuring accuracy and thoroughness. Navigate confidential meetings and sensitive information with a high-level of discretion, tact and diplomacy.

• Create and maintain timelines, trackers, checklists, surveys, and forms to support projects and initiatives. Identify methods and platforms to maximize accuracy and efficiency for various projects.

• Support dean-level priorities and overarching SFTV strategic initiatives through collaboration with the Dean’s Office and SFTV leadership.

• Oversee the hiring and onboarding process for student workers in accordance with university policies and Student Employment Services guidelines.

• Supervise student workers and delegate tasks to support operations and events, ensuring assignments are appropriate to their role.

• Manage, purchase, maintain, and track supplies and inventory.

• Maintain advanced skills in Excel, Qualtrics, Adobe Sign, and LMU enterprise business systems such as Workday, Mazevo, and PROWL to support operations.

Graduate Director support

• Provide administrative support to graduate directors.

• Manage all resources and administrative operations necessary to support the daily functioning of the graduate programs.

• Compile and organize information to support graduate directors in evaluating priorities and identifying gaps related to course scheduling. Facilitating effective collaboration with designated chairs and the Scheduling Analyst.

• Collect, maintain, and organize records and submissions, including but not limited to syllabi, course availability, script submissions, surveys, and other materials.

• Support assessment and strategic planning efforts by collecting and maintaining departmental data and coordinating related logistics.

• Assist in tracking academic equipment requests and other semi-annual technology or capital related requests.

Meetings & Events Coordination

• Plan, coordinate, and schedule meetings, graduate program events, screenings, and co-curricular programs. Support dean-level events. In-person support is required for approximately 4-7 evening and/or weekend events throughout the year.

• Prepare agendas, checklists, run-of-show documents, and distribute relevant materials for meetings and events.

• Arrange meetings and event logistics, including catering, hospitality, supplies, on-site support, and delegation of appropriate tasks/assignments to student workers.

• Serve as primary contact for external guests and speakers. Process and manage associated honorariums.

• Advertise and promote events to the appropriate audiences through university approved platforms and communications channels; create invitations and manage RSVPs.

Budget & Expenses

• In cooperation with the Graduate Director, manage budget of the graduate program.

• Maintain up-to-date knowledge of university fiscal policies and procedures; interpret and apply fiscal policies to ensure department/program compliance. Supervision of the Department/Program budget remains the responsibility of the Director.

• Monitor spending within approved budget allocations while ensuring compliance with university fiscal policies.

• Identify and communicate operational or fiscal concerns to support compliance and effective oversight.

• Track, process, and reconcile PVC and graduate program expenses, invoices, and P-Card transactions.

Loyola Marymount University Expectations

Exhibit behavior that supports the mission, vision, and values of the university. Communicate and employ interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct. Demonstrate a commitment to outstanding customer service.

Requisition Qualifications

• 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 of 4 years of advanced administrative, secretarial, and/or clerical experience, preferably in higher education support roles. University experience is preferred.

• Knowledge of academic policies, university processes, systems and platforms.

• Intermediate understanding of purchasing and finance principals is strongly preferred.

• Proficiency in office software applications (e.g., Microsoft Office Suite, Teams, Zoom, etc.) and ability to learn and adapt to internal systems quickly. Experience with Workday strongly preferred.

• Proficiency with graphic design software (Canva, Adobe Creative Cloud etc.) is a plus.

• Excellent organizational skills, with meticulous attention to detail and the ability to manage deadlines and simultaneous projects.

• Excellent editing and proofreading skills.

• Ability to follow organizational structure and defined processes.

• Excellent written and verbal communication skills.

• Strong interpersonal communication skills and ability to interact professionally with faculty, staff, and university leadership.

• Proven ability to work calmly and efficiently in a high-pace, high volume environment.

• Proven ability to exercise a high level of discretion, handling confidential matters with sound judgment.

• High degree of emotional intelligence.

• Commitment to supporting a diverse and inclusive work environment.

• Ability to work both independently and collaboratively in a fast-paced academic environment.

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 this position.

#HERC# #HEJ#

Staff Regular

Salary range

$26.54 - $33.12 Salary commensurate with education and experience.

Please note that this position may not be eligible for visa sponsorship now or in the future.

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.)

LMU is committed to providing equal access to employment opportunities and ensuring a comprehensive recruitment and selection process for all applicants.

Individuals who require a reasonable accommodation to participate in any stage of the application, interview, or selection process may contact Human Resources at [email protected] or by phone at (310) 338-2723. Applicants who use relay services or other assistive communication technologies are welcome to utilize those services when contacting Human Resources.

When contacting Human Resources, please include the job posting number, title of the position and department for which you are applying. Applicants are not required to disclose the nature of a disability or provide medical information when requesting an accommodation during the recruitment process.

LMU will work with applicants in a timely and interactive process to identify and provide reasonable accommodations consistent with applicable federal and state law.