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Employment Type:
Full time
Job Category:
Administrative Specialist
(This job is no longer available)
Loyola Marymount University | Los Angeles, CA
Grad Date

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Job Description

Full-time Regular Hours Per Week: 40 Days of Week: M-F Shift Schedule: Specific Work Schedule: Posting Options: Internal and External Position Summary:

Under general supervision, the Administrative Specialist will perform a variety of highly complex duties to support the operations of the Academic Affairs division that will promote and achieve a professional and effective environment. This includes specialized duties to support the Vice Provost for Academic Affairs, coordinating processes and projects under the Vice Provost's responsibility, and assisting in the day-to-day functioning of the Provost's Office. The Administrative Specialist will cultivate cross-institutional relationships and interface and collaborate effectively and diplomatically with coworkers, faculty, students, administrative leaders, academic and student affairs professionals, and others.

Position Specific Responsibilities:

* Provide advanced-level administrative support. Schedule meetings, setup and maintain filing systems, duplicate and organize documents, and prepare agendas, meeting minutes, and other materials. Prepare correspondence (confidential and non-confidential), memoranda, handbooks, forms, reports, and other documents related to the work of the Vice Provost. Manage calendars, set up and maintain filing systems, and answer phones. Monitor and order office supplies, as needed.
* Assist and perform complex and diversified management of internal and external communication. In a professional manner, respond to inquiries about programs, services, and other matters related to the Vice Provost. Serve as a resource and referral agent for students, faculty, and staff. Use tact and diplomacy when answering and screening telephone calls and in email correspondence from individuals inside and outside the University. Take minutes at meetings, as needed.
* Prepare, coordinate, and process administrative forms (e.g., budget materials, MyTime approvals, Human Resources forms) related to the work of the Vice Provost. Prepare and submit expense, travel, and invoice reports using Concur. Monitor budgets for appropriate purchases, reimbursements, and orders. Reconcile payments and oversee budget expenditures. Process corrections and reclassifications, as necessary.
* Coordinate setup for meetings, events, and programs, including room reservations, technology requests, coordination of attendees, catering, and preparation of agendas and other materials. Work effectively as part of a team to plan and assist in the execution of high-profile and large-scale campus events. Exhibit decorum and sophisticated awareness of etiquette, representing the Provost's Office at events involving diverse internal and external constituencies.
* Assist with the preparation, maintenance, storage, and distribution of reports. Transcribe notes, proofread documents, and draft correspondence, as needed. Use available technology (e.g., Box Sync Folders) to organize confidential and non-confidential materials related to the work of the Vice Provost.
* Assist in the hiring process of new employees in departments, programs, and offices under the supervision of Vice Provost. Handle sensitive and confidential materials submitted by applicants, coordinate activities related to hosting applicants to campus (including travel arrangements), and assist with onboarding of new employees.
* Hire and supervise student assistants as appropriate.
* Perform other duties as assigned or requested.


* Minimum six years advanced administrative support experience in progressively responsible positions. Demonstrated experience should include management of highly sensitive information, management of multiple conflicting priorities, and facilitation of communication between numerous parties.
* Demonstrated knowledge in the areas of modern office practices and procedures, telephone and computer techniques, filing systems, and knowledge of university policy and procedures.
* Exemplary communication skills (both written and oral) evidenced by background in preparing comprehensive reports and executive summaries, incorporating complex, highly technical information. Strong proofreading skills and attention to detail.
* Highly developed organizational and leadership skills. Ability to resolve problems that may have significant impact on the overall goals of the office.
* Demonstrated computer competency (Word, Excel, PowerPoint, Outlook). Ability to develop advanced skills in Longview, Concur, MyTime, Box Sync, etc.).
* Project management skills involving complex variables and project deadlines.

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: 21.37 Salary Grade Midpoint: 29.07 Posting Date Application Deadline Date: