Experience:
3-5 years of experience
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Employment Type:
Full time
Posted:
8/26/2018
Job Category:
Administration
Administrative Coordinator
(This job is no longer available)
Loyola Marymount University | Los Angeles, CA
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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:

Performs a variety of clerical and administrative duties in support of the Office of the Dean and the School of Film & Television. Under general supervision, this position will create and maintain a professional office environment that will promote efficiency and support the daily operations for all services offered through the Dean's Suite.

Position Specific Responsibilities:

In support of the Administrative Specialist:

* Provide administrative support to the office of the dean. Maintain calendars, appointments, filing systems and distribute mail as needed. Process and manage SFTV facility maintenance requests and serve as building proctor.
* Serve as the main receptionist for the School of Film & Television, Office of the Dean; handle highly sensitive and/or urgent information with diplomacy; maintain surroundings in a clean and professional manner. Greet guests in a courteous and helpful manner.
* Answer the SFTV main and Dean's office phone lines in a courteous and professional manner. Assess needs of callers and visitors; provide assistance or connect to appropriate staff or faculty. Take thorough and accurate messages. Respond to general questions regarding SFTV programs and services.
* Maintain supply order and inventory for the Office of the Dean and other areas of the building where SFTV offices reside.
* Provide support for overflow administrative needs from other SFTV departments as assigned by supervisor. Run errands as needed.
* Plan, coordinate, and arrange meetings, including in office lunches. Uphold the utmost confidentiality regarding meeting content and other highly sensitive information, such as personnel issues, grievances, finances, and donor relations.
* Communicate with faculty, staff, students, and external contacts regarding important school announcements and events.
* Supervise workstudy students daily work.
* Perform other duties as assigned or requested.

Experience/Qualifications:

* Minimum of 2 years administrative job related experience, preferably in higher education and/or the entertainment industry.
* Highly developed organizational skills. Ability to analyze, manage, multi-task, motivate, plan, organize and execute day-to-day operations. Work under constant deadlines and maintain a rigorous and detail-oriented approach to each task. Ability to assess, prioritize and delegate the flow of work on a daily basis.
* Essential to be able to maintain a high level of confidentiality and a high level of patience.
* Ability to prepare memos, reports and other documents efficiently. Demonstrated computer competency and preferably knowledgeable of Microsoft Excel, Word, and PowerPoint in both Mac and PC environments.
* Excellent interpersonal skills are required in dealing with faculty, staff, students, and parents, occasionally in a volatile or conflicted context of disputes and grievances. Professional demeanor and aplomb important for contact with VIPs and donors in communication with Dean.

Required Education:

* Typically a high school diploma or equivalent experience. Bachelor's Degree preferred. 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 08/23/2018 Application Deadline Date: